Advertise Microsoft Word Lessons Coverletter Resume

SESSION 1
Job Search
In this session, students apply for a job at the TechnoAd Agency. To prepare
for this task, students review cover letters and rsums and then answer
questions to determine their qualifications. Once they have a list of their
characteristics, skills, and experiences that make them a perfect match for the
position, they open Microsoft Word to gain familiarity with the program. Next,
they follow detailed instructions to write a professional cover letter and
rsum. Upon completion, students address an envelope to send their
application using traditional mail. They combine their cover letter and rsum
and save the file as a PDF document to send digitally using email. These well-
formatted business documents are sure to draw the attention of the
TechnoAd Agency!
Discover your Qualifications Assignment 1:
Introduction to Microsoft Word Assignment 2:
Write a Cover Letter Assignment 3:
Write a Rsum Assignment 4:
Apply for the Job Assignment 5:

Session 1 Review: Microsoft Word Review
Session 1 Skill Review: Write a Job Acceptance Letter
Session 1 Extension Activity: The Interview

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To purchase TechnoAdvertise, please visit: http://www.technokids.com/Store/Senior-Projects/TechnoAdvertise/TechnoAdvertise-Page1.aspx
To read about TechnoAdvertise, click here or go to: http://www.technokids.com/computer-curriculum/senior/advanced-word-processing.aspx

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TECHNOADVERTISE SESSION 1

TECHNOKIDS INC. 1-1
Session 1: Job Search
Getting Started
Overview
In this session, students apply for a job at the TechnoAd Agency. To prepare for this task, students review cover
letters and rsums and then answer questions to determine their qualifications. Once they have a list of their
characteristics, skills, and experiences that make them a perfect match for the position, they open Microsoft
Word to gain familiarity with the program. Next, they follow detailed instructions to write a professional cover
letter and rsum. Upon completion, students address an envelope to send their application using traditional
mail. They combine their cover letter and rsum and save the file as a PDF document to send digitally using
email. These well-formatted business documents are sure to draw the attention of the TechnoAd Agency!

Materials
Microsoft Word
Advertise Folder
o Cover Letter Sample File
o Rsum Sample File
o Rsum Folder: contains three sample rsums (Optional)
o Cover Letters Folder: contains three sample cover letters (Optional)
Cover Letter and Rsum Marking Sheet (customizable sheet available in the Assessment Tools folder)
Envelopes (Optional)
Flashcards (Optional)
o Microsoft Word Home, Insert, Page Layout, References, Mailings, Review, and View
Review and Skill Review (Optional)
o Session 1 Review: Microsoft Word Review
o Session 1 Skill Review: Write a Job Acceptance Letter
o Session 1 Skill Review: Job Acceptance Letter Sample File

Teacher Preparation
(Refer to the Preparing to Teach section of this guide for instructions)
Make the Advertise folder available to students.
Determine a location for students to save their work during this project.
Download the latest version of the FREE Adobe Reader software from www.adobe.com.
(Optional) Print the flashcards listed in the materials list for this session.

Teaching Strategy
In this project, students design advertisements using Microsoft Word. Explain scenario to students.

In this project, you assume the role of an Advertising Agent at the TechnoAd
Agency. You learn the word processing skills necessary to create a cover letter
and rsum, to apply for the job. Once hired, your first assignment is to produce
a flyer using advanced graphic skills. Next, you extend your skills to create a
product catalog that includes a colorful layout. Finally, you use mail merge to
create a personalized invitation to a sales event and a newsletter to inform
members about club activities. By the end of this project you will be a Microsoft
Word expert!

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TECHNOADVERTISE

1-2 TECHNOKIDS INC.
In this session, students apply for a job at the TechnoAd Agency. Explain scenario to students.

In this session, you submit a cover letter and rsum to the TechnoAd Agency to
apply for the Advertising Agent position. You learn advanced text formatting and
page layout options to create professional looking business documents. These
documents explain why your qualifications are a perfect match for the job. Good
luck in your job search!

Assignment 1 Discover your Qualifications

In this assignment, students prepare to apply for a job at the TechnoAd Agency. To start, they read the ad in the
Employment News for the position of an Advertising Agent. To gain an understanding of the documents needed
to apply for this position they review sample cover letters and rsums. Next, they answer questions about their
characteristics, skills, and experiences to determine their qualifications for the job.

Introduce the following terminology:
rsum: a document that outlines the experience, qualifications, and skills of a job seeker
cover letter: a business letter that accompanies a rsum when applying for a job

Assignment 2 Introduction to Word

In this assignment, students are introduced to the parts of the Microsoft Word program window. They learn about
the File tab, title bar, window controls, quick access toolbar, scroll bars, status bar, zoom slider, ribbon, and
document views. Students apply their knowledge to label a diagram of the window.

Assignment 3 Write a Cover Letter

In this assignment, students write a cover letter using a formal business letter format. Sample text is provided to
give students ideas about how to phrase their sentences. To produce a professional document they learn how
to format font, paragraphs, and margins. Upon completion, the document is edited for spelling and grammar
errors, reviewed using a checklist, and then printed.

font: typeface applied to text that sets the shape of the letters
font size: point size of text that sets the height of the letters
bold: font style that darkens text to make the letters stand out on the page
italic: font style that slants text to the right
underline: font style that places a line below text
bullet: symbol that is placed before text to illustrate that the item is part of a list
line spacing: amount of vertical space between the lines of text in a paragraph
paragraph spacing: amount of space before and after a paragraph
margins: amount of white space around the page at the top, bottom, left, and right
indent level: amount of space between the margin and a selection of text

Assignment 4 Write a Rsum

In this assignment, students apply their word processing skills to create a rsum. They use the answers to many
of the questions in Assignment 1 to generate the content of their rsum. Advanced formatting techniques such
as font effects, character spacing, custom bullets, paragraph shading, and borderlines are taught. Once
familiar with these options, students use them to produce a rsum that effectively outlines their qualifications.

character spacing: amount of space between letters
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TECHNOKIDS INC. 1-3
Assignment 5 Apply for the Job

In this assignment, students apply for the position of Advertising Agent. They learn how to address an envelope
to send their application using traditional mail. In addition, they save their cover letter and rsum as a PDF file
to send the documents digitally using email.

There are some logistical issues you will need to decide before teaching this assignment:

Will EACH student print an addressed envelope?
Will you model how to print an envelope, instead of each student printing their own?
Do your students have web-based email accounts they can use to email their application?
If your students do not have a web-based email account, will you model how to attach files to an email
message instead?

page break: a marker in a document that places content after the marker onto the following page
keep source formatting: a paste option that maintains the formatting used in the original document, as
opposed to applying the formatting in the current document to the pasted selection
PDF: a file type that stands for "portable document format"

TEACHER TIP: EVALUATE THE COVER LETTER AND RSUM

You may wish to evaluate the cover letter and rsum. At the end of Assignment 3 and 4 is a checklist. Students
can use the checklist to determine if their cover letter and rsum are ready to share with an employer. A
customizable marking sheet is available in the Assessment Tools folder.

Lesson Plan
Assignment 1 - Discover your Qualifications
Read the job ad in the Employment News for an Advertising Agent at the TechnoAd Agency.
Examine a sample cover letter and rsum.
Plan the content of a cover letter and rsum by answering questions to discover qualifications such as
characteristics, skills, and experiences.

Assignment 2 - Introduction to Microsoft Word
Open Microsoft Word.
Click the File tab and identify three helpful commands.
Open the cover letter in the Advertise folder.
Examine the title bar and answer questions about the Window Controls.
Customize the Quick Access Toolbar by adding and then removing the Bold command.
Use the vertical and horizontal scroll bars to change the part of the cover letter in view.
Set the details displayed in the status bar.
Adjust magnification using the commands on the Zoom Slider.
Examine the content of the ribbon to answer questions about the content of tabs or groups, and the
location of commands.
Experiment with document views and then answer questions about viewing options.
Label the parts of the Microsoft Word window.
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TECHNOADVERTISE

1-4 TECHNOKIDS INC.
Assignment 3 - Write a Cover Letter
Write the cover letter:
o Type the header of the letter including job seeker's contact information, date, recipient's
contact information, and greeting.
o Type an introductory paragraph that describes the purpose of the letter. Include the job title,
job number, and location of the ad.
o Type the body of the letter. List characteristics, skills, or experiences showing that you meet
three or four of the job requirements outlined in the job ad.
o Type a closing paragraph that describes the steps an employer should take after reading the
rsum, such as setting up an interview.
o Type a closing, farewell, signature, and enclosure line.
Format the letter:
o Select the entire document using the keyboard shortcut CTRL + A.
o Format the font and size using commands on the Font group of the Home tab.
o Select Student Name at the top of the page and apply the Bold style.
o Select job title in the introductory paragraph and apply the Italic style.
o Select job number in the introductory paragraph and apply the Underline style.
o Select the list in the body of the letter and apply a bullet style.
o Adjust the line spacing and remove the paragraph spacing in the header.
o Select Enclosure and add paragraph spacing.
o Explore the text alignment options by adjusting the alignment of the date.
o Select the entire document using the Select command on the Home tab.
o Justify the text alignment to produce block paragraphs.
Format the page layout:
o Change the page margins.
o Adjust the indent level of the list.
o Adjust the paragraph spacing of the signature line.
Edit spelling and grammar errors.
Adjust the magnification to view the whole page.
Review the cover letter using a checklist. Use skills to improve the appearance of the cover letter.
Print the cover letter and then save the document as cover letter.
Exit Microsoft Word.

Assignment 4 - Write a Rsum
Open Microsoft Word
Add contact information:
o Type Student Name, street address, city, state/province, zip/postal code, phone number, and
email address.
o Format Student Name using commands on the Home tab.
o Apply the font effect small caps by launching the Font dialog box.
o Adjust the character spacing applied to Student Name.
o Use skills to format the contact information.
Show hidden formatting symbols.
Place a borderline below contact information.
Hide the formatting symbols.
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TECHNOKIDS INC. 1-5
Add the Objective section to the rsum. Use skills to format the heading and sentence.
Add the Summary section to the rsum:
o Type the heading Summary. List attributes, experiences, and skills in three or four sentences.
o Copy the formatting from the Objective heading to the Summary heading using Format Painter.
o Copy the formatting from the Objective sentence to the summarized list using Format Painter.
o Apply custom bullets to the list in the Summary section.
o Apply a light color behind the list in the Summary section using the Shading command.
o Adjust the paragraph spacing between items in the bulleted list.
Add the Education section to the rsum:
o Type the heading Education.
o Press TAB. Type date Present.
o Adjust the tab selector to place the right tab marker on the ruler at the right margin.
o Use Format Painter to copy formatting to the Education heading.
o Use skills to type education related information and format the text.
Add the Work Experience section to the rsum:
o Select the Education section. Copy the selection using the Copy command on the Home tab.
o Paste the selection using the Paste command. Select Keep Source Formatting from the options.
o Edit the copied selection to add the heading Work Experience, job title or employer name,
dates, and job duties.
o Copy and paste the job information by right clicking the mouse and using the shortcut menu.
o Edit the copied selection to add a second job experience.
o Copy and paste the job information using keyboard shortcuts.
o Edit the copied selection to add a third job experience.
Adjust the page margins by setting a customized size.
Add remaining information to the rsum and make the content fit on ONE page.
Review the rsum using a checklist. Print the rsum. Save the rsum.
Exit Microsoft Word.

Assignment 5 - Apply for the Job
Address an envelope:
o Select Envelopes.
o Type in the delivery address and return address.
o Click Options to select the envelope size.
Print or save the envelope.
Close the file but leave Microsoft Word open.
Combine the cover letter and rsum:
o Open the cover letter and rsum.
o Select the entire rsum and copy the selection.
o View the cover letter.
o Position the cursor at the end of the letter and insert a page break.
o Use Keep Source Formatting to paste the selection into cover letter.
Save the document as Student Name Application.
Save the Student Name Application as a PDF file.
(Optional) Send the Student Name Application as an attachment to an email message.
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1-6 TECHNOKIDS INC.
Learning Objectives
Content Knowledge
identify the parts of a business letter and rsum
explain the purpose of a cover letter and rsum
discern the characteristics, skills, and experiences that make a person suitable for an Advertising Agent position
identify different methods to apply for a job

Word Processing Skills
About the Program Window
locate frequently used commands on the File tab
use window controls to minimize, maximize, restore, and close a window
customize the quick access toolbar
use the scroll bars to adjust the part of the document in view
customize the information displayed on the status bar
adjust magnification using the Zoom Slider tools
locate commands on the ribbon
display the ruler
switch document views
label the window including title bar, zoom slider, help, File tab, quick access toolbar, ribbon, ruler, scroll bar, status bar, task
pane, view shortcuts, and window controls
toggle between two open windows
About File Management
open and close a document
save a file as a document
save a file as in PDF format
print a document
About Moving in the Program Window
use the keyboard shortcut CTRL + HOME to move the cursor to the beginning of a document
use the keyboard shortcut CTRL + END to move the cursor to the end of a document
About Selecting Text
use the keyboard shortcut CTRL + A to select the entire contents of a document
click and drag to select text
double click the mouse to select a word
triple click the mouse to select a paragraph
position the mouse pointer in the left margin and click and drag to select lines of text
press and hold SHIFT and then use the DOWN arrow to select lines of text
use the Select command to select the entire contents of a document
About Text
apply a font to set the typeface
apply a font size
increase or decrease the font size using the Grow Font and Shrink Font commands
apply a bold, italic, and underline font style
apply and remove a font style
apply a font effect such as small caps using the Font Dialog Box
adjust character spacing
About Paragraphs
apply a bullet style to a list
customize the bullet style
adjust the line spacing
add and remove paragraph spacing
adjust the paragraph spacing manually
align text to the left, right, center, and justify
adjust the indent level
show and hide formatting symbols
insert a borderline
apply shading to a paragraph
adjust the tab marker in the ruler
About Page Layout
set the margins by selecting an option in the list or by setting custom sizes
insert a page break
About Editing
right click on an identified spelling/grammar error and select a correction from the list
copy formatting and apply it to a selection using Format Painter
copy a selection using Copy command, right click and use the shortcut menu or a keyboard shortcut
paste a selection using Paste command, right click and use the shortcut menu or a keyboard shortcut
select the Keep Source Formatting paste option to maintain formatting from the original file
About Mailings
address an envelope
select the envelope size
print or save an envelope

Applied Technology
write a cover letter using Microsoft Word
write a rsum using Microsoft Word
address an envelope using Microsoft Word
save a document in PDF format to make it easy to share electronically using Microsoft Word
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TECHNOKIDS INC. 1-7
Assignment 1: Discover your Qualifications

Employment News

Company: TechnoAd Agency
2097 TechnoDrive
TechnoVille, ON
L7R 0A5

TechnoAd Agency has over 15 years of experience in the advertising industry. Our company
works closely with clients to design effective marketing material. We are looking for creative
individuals interested in joining our team.
Job Number: TECHNO2010
Position: Advertising Agent
Job Description: Create advertisements for clients including flyers, product catalogs, and
newsletters. No experience is necessary, willing to train.
Requirements: Ability to work in a fast-paced environment
Excellent communication skills
Work effectively in a team setting
Able to work independently
Strong time management skills
Design or artistic skills an asset
Strong computer skills
Interested candidates should forward a rsum and cover letter to the attention of:
Teacher Name, by email _____________
or by mail to TechnoAd Agency, 2097 TechnoDrive, TechnoVille, ON, L7R 0A5

About a Cover Letter

The TechnoAd Agency is hiring. They need someone
who can use the computer to create flyers, product
catalogs, newsletters, and more!

Follow the instructions to create a cover letter and
rsum to apply for the job.
A cover letter is a business letter that accompanies your
rsum when you apply for a job. It offers a way for job
seekers to tell employers why they should be hired. It is
important that you show how your skills match those
advertised in the job posting. Review the sample cover letter
to get ideas for writing your own cover letter.
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TECHNOADVERTISE

1-8 TECHNOKIDS INC.
A cover letter is one page in length. It has four parts: header, introduction, body, and closing.
Header: The header identifies the job seeker, date of writing, and recipient, as well as a greeting. Often
a subject line is included.
Introduction: The introduction describes the purpose of the letter by outlining the location of the job ad,
job title or job posting number, and why the job seeker should be considered for the position.
Body: The body demonstrates why the job seeker would be valuable to the employer by highlighting
skills, qualifications, and experiences that match the job description.
Closing: The closing indicates the next step the job seeker would like the employer to take, farewell,
signature line, and enclosure line. An enclosure line tells the employer that there are additional
documents attached, which in this case, is a rsum.

There are many different ways to word a cover letter. For more ideas view
the sample cover letters in the Advertise folder.
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TECHNOKIDS INC. 1-9
About a Rsum

A rsum is a document that outlines the experience,
qualifications, and skills of a job seeker. The information is organized
under headings to make it easy to understand. Often a rsum will
summarize education, work experience, volunteer experience,
academic and community activities, awards, hobbies, and any
special skills. The purpose of the rsum is to raise the interest of an
employer so that you can be contacted to schedule a job
interview. Review the sample rsum to get ideas for making your
own rsum.
There are many different ways to create
a rsum. For more ideas view the
sample rsums in the Advertise folder.
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1-10 TECHNOKIDS INC.
Plan the Content of a Cover Letter and Rsum

1. Circle three words that best describe you. If you are not sure, ask a friend or family member to
identify what they think are your three best qualities.

hard working trustworthy leader creative positive
reliable courteous cooperative resourceful dependable
responsible friendly competent motivated flexible
enthusiastic independent organized artistic knowledgeable
honest team-oriented punctual persistent respectful

2. The job ad gives clues to what the employer is looking for in an employee. The job ad states We are
looking for creative individuals and then describes the job, Create advertisements for clients
including flyers, product catalogs, and newsletters.
It is likely you have designed similar items in the past. Perhaps you have made a poster, book cover,
or newsletter for a school assignment. You may have designed a flyer for a community group such
as a Church, sports team, or club to promote an event such as a fundraiser or dance. Or you may
have created a greeting card for a special occasion.

You need to show that you have experience so that the company will want to hire you. From the list
below select three marketing items you have created in the past. Explain the purpose for the item
and the production method. You will use this information to show the TechnoAd Agency you have
the skills to do the job. A sample has been done for you.

flyer catalog brochure poster book cover
newsletter article yearbook page invitation thank you note
greeting card
magazine logo cd cover business card
banner
certificate sign bookmark web page

Item Purpose Production Method
flyer advertise school dance computer - Microsoft Publisher

poster school assignment in Visual Arts acrylic paint

3. The job ad states, No experience is necessary, willing to train. Think about a time when you learned
a new skill. Describe the new skill you learned.

Circle the statement that best describes that learning situation.

You loved the challenge. You were persistent. You accepted constructive criticism.
You were eager to learn. You were determined. You were a fast learner.

You are going to apply to the ad in the Employment News for the Advertising Agent
position at the TechnoAd Agency. When you are a student you often have limited job
experience. However, you do have many skills that the TechnoAd Agency wants.
Answer the questions to discover the attributes, knowledge, and experiences that will
make you a perfect match for the job.
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TECHNOKIDS INC. 1-11
4. The ad lists requirements for the job.
For each item think about when you have demonstrated that skill.
a) ability to work in a fast-paced environment
For example: babysat children, handed out food at a community
event, worked the stage crew for a school production

b) excellent communication skills
For example: created media such as an advertisement to
communicate a message, greeter at event, listened to customers
describe needs, presenter, public speaker, tutor

c) work effectively in a team setting
For example: player on a sports team, member of a club or
community group, role in a collaborative school assignment

d) able to work independently
For example: completed chores, school assignments, or other
tasks, skill that was self-taught

e) strong time management skills
For example: met deadline, balanced many activities, scheduled
tasks, methods used to schedule activities such as calendar, lists,
electronic reminders

f) design or artistic skills
For example: artistic projects, contributions to the art community,
school play, art-related courses, knowledge of elements of design

5. The ad states that the job seeker must have strong computer skills. Read the list of computer-related
software and tasks. For each item, circle your level of proficiency. If you possess additional
computer skills list them in the table.

Microsoft Word none basic intermediate advanced/expert

Microsoft Excel none basic intermediate advanced/expert

Microsoft PowerPoint none basic intermediate advanced/expert

Microsoft Publisher none basic intermediate advanced/expert

Photo Editing none basic intermediate advanced/expert

Video Production none basic intermediate advanced/expert

Internet Research none basic intermediate advanced/expert
Other Computer Skill:
none basic intermediate advanced/expert

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6. Education: In this section of your rsum you can include:
school name
start date grade
projected year of graduation
grade point average if high
attendance record if perfect
academic awards
relevant courses or activities that relate to the job

7. Work Experience: In this section of your rsum you need to list your paid and volunteer
experiences. You should put the most recent job at the top of the list. Do not worry if you have not
yet worked for a company, your experience helping family members and neighbors or your
involvement with school clubs or community events will show employers you are reliable,
responsible, and willing to work.

Below is a list of jobs you may have worked. For each job, check the duties you performed or add
your own tasks to the list. You will be surprised at your work experience!

Cashier Laborer Landscaper
process orders
bag groceries
assist customers
remove debris
wash vehicles
shovel dirt and gravel
cut the lawn
trim hedges
weed flowerbeds

Fundraiser Event Assistant Greeter
canvas neighborhood
raise funds
record donations
take tickets
set up tables and chairs
assist with clean up
welcome customers
lead customers to seats
hang coats

Animal Care Tutor Caregiver/Babysitter
exercise dogs
groom cats and dogs
feed small animals
assist or instruct students
schedule sessions
motivate students to learn
provide care to children
make nutritious snacks
organize activities

Set Designer Photographer Decorator
paint backdrop
arrange props
follow directions
photograph events
digitally edit photographs
create digital albums
hang streamers/balloons
set up tables and chairs
display posters

Office Assistant Computer Technician Event Promoter
photocopy documents
gather materials
organize paperwork
set up projector
clean equipment
turn computers on
promote local events
design flyers
post marketing material

Cleaner/Janitor Carrier Server
wash and vacuum floors
empty garbage cans
sort and deliver papers
follow delivery route
serve food to guests
fill food trays
A rsum has information organized under headings to make it easy to
understand. A rsum summarizes education, work experience, volunteer
experience, academic and community activities, awards, hobbies, and any
special skills. Answer the questions to plan the content of your rsum.
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8. List three jobs you have done that you think best show your skillset and dependability. Put the most
recent job at the top of the list. For each job describe the job duties or contribution you made to
the employer.

Job Title:
Employer Name:

Identify the company, club, team, school, or organization. If the job was done at home, list self-employed.
Dates Worked: -
month/year month/year

If a one-time event or seasonal, leave the date out of the rsum and instead include this information in the job duties section.

Job Duties: Verbs

Use a verb to describe
each duty.
oversee train
manage coach
direct assist
monitor motivate
Job Title: process determine
Employer Name: coordinate present
organize operate
Dates Worked: - arrange install
month/year month/year schedule assemble
plan maintain
Job Duties: collect repair

sort troubleshoot
obey stock
review solve
record promote
Job Title: track develop
Employer Name: distribute design
deliver create
Dates Worked: - collaborate perform
month/year month/year cooperate demonstrate
generate communicate
Job Duties: provide accomplish

achieve administer
obtain report

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9. Memberships: If you belong to a community group, team, or school club you may want to include
this information on your rsum. This information can show an employer you are a team player, like
to get involved, and have strong social skills. You may want to include organization name, role,
date of membership, and responsibilities.

10. Awards: If you have earned a sports, community, or school award you will want to let the employer
know about the accomplishment. This information can be listed under a separate heading or you
may wish to place it under an existing heading such as education if the award is academic,
experience if the award is work related, or memberships if the award is related to a club or team.

11. Hobbies/Interests: Hobbies and interests can show an employer that you are well-rounded or that
you possess a particular skill or area of knowledge. It is best to list only hobbies and interests that
relate directly to the job. For example, an employer may want to know that you are interested in
gardening if the company is a garden center or that you like weight lifting if the job is for a stock
clerk. In the case of this activity, list hobbies or interests that relate to the Advertising Agent job at
the TechnoAd Agency.

12. Accomplishments: An employer wants to know about your achievements. This information can be
listed in a separate heading or you may wish to include the information under an existing heading.

13. References: A reference is a person that the employer can contact to learn more about your work
ethic, experience, and attitude. It is a good idea to have your references listed on a separate
piece of paper. If the employer requests this information you will be prepared! Select two or three
adults that can answer questions about your suitability for the job. A teacher, coach, neighbor, or
former manager (if you left the job on good terms) is suitable. It is a good idea to contact the
people you would like to use as a reference to learn if they would be able to provide you with a
positive recommendation.

Name Name
Job Title Job Title
Organization Organization
Phone Number Phone Number
In your rsum, you want to show the employer you have the skills they need.
One way to do that is to include information about memberships, awards,
hobbies, interests, or other accomplishments that prove you are a perfect fit for
the job.
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Assignment 2: Introduction to Microsoft Word

Open Microsoft Word

The File tab
1. Click the File tab. List three commands that you think you will use often.

Use Microsoft Word to create a cover letter and rsum. Follow the
directions to learn more about the:

File tab
title bar
window controls
quick access toolbar
scroll bars
status bar
zoom slider
ribbon
document views
List of
recently
opened
documents.
TIP: Click the
pushpin to keep a
document in the list.
Document
management
commands.
List of local or
online locations
recently visited.
Place a set
number of Recent
Documents in the
File tab list.
Access the location where Word
temporary stores files to recover a
previous version of a document or
rescue an unsaved draft.
The File tab is in the top left corner. It displays a
menu of commands for file management such as
Open, Print, and Save.
File tab
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Open the Cover Letter Document
Click the File tab. Click Open.
In the Open dialog box, click the Look in: arrow. Go to the Advertise folder.
Double click to open the cover letter document.

The Title Bar

2. Label the Window Controls on the title bar. Hint: Rest the mouse pointer over each button to view
the name.
Minimize

Removes the window from view, and temporary places it into the taskbar.
Maximize

Increases the size of the window to fill the screen.
Restore Down

Returns the window to its previous size after it has been maximized.
Close

Closes the program.

Quick Access Toolbar

Click the Home tab. Right click on the Bold command in the Font group.
Click Add to Quick Access Toolbar. The command appears on the Quick Access Toolbar.
Right click on the Bold command on the Quick Access Toolbar.
Click Remove from Quick Access Toolbar.

3. What commands would you want to place on the Quick Access Toolbar?

At the very top of the document window is the title
bar. Consider it like the cover of a book, as it provides
vital information about the document.
Quick Access Toolbar Document Name
Program Name
Window Controls
Save
Undo
Repeat
The Quick Access Toolbar is located above the File
tab, in the upper left hand corner of the application
window. It is a customizable toolbar which holds
commands used most often.
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The Scroll Bars

Drag the vertical scroll box downward until you reach the end of the document.
Now drag the horizontal scroll box to the right.

Status Bar
The Status Bar is located at the bottom of the window. The Status Bar displays details about the document such
as the current page or word count.

Right click on the status bar. Make sure that there is a checkmark beside:
section
page number
line number
word count
view shortcuts
zoom
zoom slider

4. Look at the status bar. How many words are in the document?
5. Look at the status bar. How many pages are in the document?

The Zoom Slider

6. Drag the Zoom slider to the right. What happens?

7. Drag the Zoom slider to the left. What happens?

8. Click Zoom Level.

Look at the options in the dialog box.
What option will make it so the entire document is in view? Whole Page

The vertical and horizontal scroll bars change the view in the
document window. Drag the box in the scroll bar with the mouse to
view different parts of the document.
The Zoom slider is located on the Status Bar in the lower right corner of the
application. It is used to change the magnification of the document.
Zoom Level
Zoom Out Zoom In Zoom Slider
Click and drag from left to right.
Click and drag from top to bottom.
TIP: If you don't see a horizontal scroll box it is likely
you can see the entire width of the page on the
screen, which means scrolling is not necessary.
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A Look at the Ribbon

9. a. The ribbon has tabs. Each tab holds commands that do a similar job. Draw a box around the
Home tab.

b. Each tab is divided into groups. A group is a collection of commands that do similar actions like
format text. Draw a box around the Font group.

c. Each group has commands. Commands are a button, box, or menu that tells the computer what
to do. Draw a box around the Align Text Left command in the Paragraph group.

10. Look at the Home tab. The Home tab allows you to copy and paste selections, format text and
paragraphs, apply styles, find and replace text, and select objects.

a. What group has commands to cut, copy, and paste?

Clipboard group

b. What group has a command to select the entire document, objects, or text?

Editing group

c. Look at the Font group. What command will let you pick a font size from a list?

Font Size

11. Click the Insert tab. This tab allows you to add items to the document such as pictures, links, date, time,
or page numbers. Whenever you want to put something INTO a document, it is likely you will find the
command on the Insert tab.

a. List the groups on the Insert tab.

Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols

b. What group has the command to insert a page break?

Pages

12. Click the Page Layout tab. This tab allows you to set the theme, margins, page orientation,
background, border, paragraph spacing, and object placement.

a. Which group has commands to adjust the indent level or spacing applied to a paragraph?

Paragraph

b.
On the Page Layout tab, in the Page Setup group, click Margins.

Record the current margin settings of the cover letter.
Group Command
Tab
The ribbon is a band with a set of tabs located at the top
of the application window. There are three parts to the
ribbon: tabs, groups, and commands.
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13. Click the References tab.

This tab has options for creating a table of contents, footnotes, citation, bibliography, caption, or index.

a). List a command that you think you may want to use in the future.

14. Click the Mailings tab.

This tab has options for creating a custom letter or envelope that merges data from another source.

a). What group has the option to print an envelope?

Create

15. Click the Review tab.

This tab has options for proofreading your document, such as editing spelling and grammar, replacing
words with a synonym, recording comments, and tracking changes.

a). Select the word confident in the first paragraph of the cover letter.
Click Thesaurus in the Proofing group of the Review tab.
Look at the task pane on the right. What words could you use to replace confident?

certain, sure

b). Which group has the command to edit spelling and grammar errors?

Proofing

16. Click the View tab.

This tab allows you to change document views, display or hide window options, adjust magnification,
and view more than one section of a document at one time.

Click the View tab on the ribbon. Find the Show/Hide group. Click to select Ruler.

17. What is the measurement of the right margin?
6"

The ruler runs along both the top and the left edge of a document. The
horizontal ruler contains page measurements and allows for changes to
the tab settings, paragraph indents, and margins. The vertical ruler shows
the placement of the text on the page.
Tab Selector
Indent Markers
Right Indent Marker
Left Margin Right Margin
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Document Views

18. Try each of the view options to see how the cover letter can be displayed differently. Return to Print
Layout view.

Select the view that is best suited to the task.

a. You want to create a web page. web layout

b. You want to view the letter using the full screen. full screen reading

c. You want to edit the document and see what it will look like when it is printed.
print layout

Label the Parts of the Microsoft Word Window
19. Label the parts of the window.

1. Task Pane 4. Window Controls 7. Ruler 10. View Shortcuts
2. Ribbon 5. Title Bar 8. Status Bar 11. Zoom Slider
3. Help 6. Quick Access Toolbar 9. Scroll Bar

Exit Microsoft Word
Click the Close button in the top right corner of the application window.
If prompted to save changes, click No.
Microsoft Word has different ways in which you can view your work. The view
buttons appear in the lower right corner of the Status bar at the bottom of the
document window. They are also available on the View tab. Choose from 5
views depending on the task.
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Assignment 3: Write a Cover Letter

Employment News

Company: TechnoAd Agency
2097 TechnoDrive
TechnoVille, ON
L7R 0A5

TechnoAd Agency has over 15 years of experience in the advertising industry. Our company works closely
with clients to design effective marketing material. We are looking for creative individuals interested in
joining our team.
Job Number: TECHNO2010
Position: Advertising Agent
Job Description: Create advertisements for clients including flyers, product catalogs, and newsletters.
No experience is necessary, willing to train.
Requirements: Ability to work in a fast-paced environment
Excellent communication skills
Work effectively in a team setting
Able to work independently
Strong time management skills
Design or artistic skills an asset
Strong computer skills

Open Microsoft Word

Write the Header of the Letter
Type in Student Name. Press ENTER.
Type Street Address. Press ENTER.
Type City, State/Province, Postal/Zip Code. Press ENTER twice.
Type the Date. Press ENTER twice.
Look at the job ad. It includes the TechnoAd Agency's
contact information.
Type the recipient's contact information.
Press ENTER twice.
Type the greeting Dear Name of Teacher:
Press ENTER twice.
A cover letter is a business letter that accompanies your rsum when
you apply for a job. It offers a way for job seekers to tell employers why
they should be hired. The most important thing in a cover letter is to
show that your skills match those advertised in the job posting. Make a
cover letter using Microsoft Word to apply for the Advertising Agent
position at the TechnoAd Agency.
You are going to type the letter.
After it is written, you will format the
appearance.
Mrs. Teacher
TechnoAd Agency
2097 TechnoDrive
TechnoVille, ON, L7R 0A5 S
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Write the Introduction
Type a sentence that describes the purpose of the letter. Include the job title, job number, and location
of the ad. Be specific! For example:

Type one or two sentences to convince the employer that you should be considered for the position. Be
persuasive! For example:

Write the Body of the Letter
Read the ad. Select three or four requirements that you meet. In a new paragraph, create a list that
summarizes why you should be hired. Be detailed! For example:

Write the Closing of the Letter
In a new paragraph, type two or three sentences that outline the steps you want the employer to take
to contact you about the position. Be confident! For example:

(Optional) Type a closing line such as I look forward to hearing from you or Thank you for your
consideration.
Press ENTER twice.
Type a farewell line such as Yours Truly or Sincerely. Use a comma after the farewell.
Press ENTER twice.
Type Student Name. Press ENTER.
Type Enclosure. (This tells the employer that you have attached your rsum to the letter).
I am writing in response to your advertisement for an Advertising Agent in Employment News, job number TECHNO2010.
or
I am interested in the Advertising Agency position in Employment News advertised on October, 14, 2010.
(The date is made up)
After reading the description, I am confident that my skills are a perfect match for this position. I have the ability to
create effective advertisements that will satisfy your customers.
or
My experience designing marketing materials to promote school events and involvement with the school yearbook
have provided me with the skills necessary to make a valuable contribution to TechnoAd Agency.
I possess the following attributes that would be an asset to your company:
Quick to learn new skills
Knowledge of Microsoft Word
Team player
Creative talents including painting and photography
or
I believe that I am a perfect match for the position. Here is a description of how my experience compares with your
requirements:
Cashier at TechnoRestaurant has provided me with the skills to work in a fast-paced environment
Creating flyers to promote dances or local fundraisers has allowed me to develop strong design skills
Business education course has taught me computer skills needed for the workplace
Hockey team captain has allowed me to develop team building skills
Attached is a copy of my rsum. I would welcome the opportunity to discuss my suitability for the Advertising Agency
position. Contact me at 111-101-1001or by email at ivannajob@kneedwurc.com to schedule an interview.
or
Contact me to schedule an interview at 111-101-1001 or by email at ivannajob@kneedwurc.com. I look forward to
discussing with you in more detail my qualifications.
You will format this list
using bullets.
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Format the Letter

Format the Font and Font Size
Press CTRL + A to select the entire document.
From the Font group on the Home tab, click the Font arrow.
Select a suitable typeface for a business letter, such as Arial or Century Gothic.
With the text still selected, click the Font Size arrow. Select font size 10.
With the text still selected, click the Grow Font command to increase the font size.
With the text still selected, click the Shrink Font command to decrease the font size back to 10.

Format the Font Style
Triple click the mouse on top of Student Name at the top of the page to select the text.
Click Bold in the Font group to make the words stand out.
Notice that the command is now orange.
If you want to remove the Bold font style click on the command again.

Click to place the cursor in front of the job title in the introductory paragraph.
Click and drag the mouse to select the Advertising Agent job name.
Click Italic in the Font group to slant the job title to the right.

Double click on the job number to select TECHNO2010.
Click Underline in the Font group to underline the job number.

Apply Bullets
Rest the mouse pointer in the margin in the body of the letter near the first listed item.
The mouse pointer will change to a white arrow.
Click and drag DOWN to select the list.

From the Paragraph group on the Home tab, click Bullets.

You are now going to format the letter. You will learn how to use some of the
commands in the Font group and Paragraph group of the Home tab. You
will also practice using different methods to select text and ways to move
around the document.
I possess the following attributes that would be an asset to your company:
Quick to learn new skills
Knowledge of Microsoft Word
Team player
Creative talents including painting and photography
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Adjust Line and Paragraph Spacing
Press CTRL + Home to place the cursor at the beginning of the document.
Press down the SHIFT key, while at the same time pressing the
DOWN arrow on the keyboard to select the job seeker's contact
information, date, and recipient's contact information.
Click Line and Paragraph Spacing from the Paragraph group.
Select 1.0 from the menu.
With the text still select, click Line and Paragraph Spacing again and
select Remove Space After Paragraph.

Press CTRL + END to place the cursor at the end of the document.
Double click to select the word Enclosure.
Click Line and Paragraph Spacing from the Paragraph group.
Select Add Space Before Paragraph.

Align Text to the Left, Center, Right, and Justify
Click and drag the horizontal scroll bar to view the top of the page.
Use your skills to select the date.

Click Align Text Right from the Paragraph group.

With the text still selected, click Center.

With the text still selected, click Align Text Left.

From the Editing group on the Home tab, click Select. From the menu, click Select All.

Click Justify from the Paragraph group.

By default, line spacing
is set to 1.15 and
paragraph spacing is
set to 10 pt after each
paragraph.
Justify adjusts the
spacing in a line of text
to create a block with
an equal space at the
left and right margins.
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Format the Page Layout

Change the Page Margins
Click the Page Layout tab.
Click Margins from the Page Setup group.
From the menu, select Normal.

Change the Indent Level of a Paragraph
Click the mouse inside a bulleted item.
From the Paragraph group, on the Page Layout tab, look in the Indent area. Increase the Left indent by
clicking on the UP arrow.
Now decrease the Left indent by clicking on the DOWN arrow.
Type in 0.3 in the Left indent box.

Use your skills to change the indent level on each item in the bulleted list.

Change the Spacing of a Paragraph
Click the mouse inside the space below the farewell line. This is where your signature will go. Therefore
you might need a bit more space to sign your name.
From the Paragraph group, on the Page Layout tab, look in the Spacing area. Increase the After
spacing by clicking on the UP arrow.
Now decrease the After spacing by clicking on the DOWN arrow.
Type in 20 in the After spacing box.

You are now going to adjust the page layout using commands on the Page
Layout tab. This will allow you to change the margins, adjust indent levels,
and set paragraph spacing.
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Edit the Document for Spelling and Grammar Errors

Right click on word that Microsoft Word has identified as a spelling error.
Select the correct word from the list of suggestions or if the word is
spelled correctly, then click Ignore.
Right click on word that Microsoft Word has identified as a grammar error.
Select the punctuation or wording from the list of suggestions that will fix
the error or if you think the grammar is correct, then click Ignore.

Complete the Cover Letter Checklist and then Print the Cover Letter

Adjust the Zoom Slider to view the whole page.
Read the letter. Does your cover letter convince a reader to consider you for the job position?
Header contains:
name of job seeker and address
date of writing
name of recipient and address
greeting line (Dear Teacher Name)
Introduction contains:
purpose of letter
job title, job number, and location of ad
convincing sentence about qualifications
Body contains:

list of at least three job requirements that the
applicant possesses
Closing contains:
next steps form employer to take
farewell line (Yours Truly, Sincerely)
signature line
enclosure line
Formatting
text is a suitable font and size for a cover letter
bold and italic styles highlight important data
bullets are applied to a list
test is justified
margins, indent level, and paragraph spacing are formatted
Professional Publication
free of spelling and grammar errors
Make any adjustments to the document. For example you may want to increase the font size, change
the font, adjust the margins, or increase paragraph spacing.
When you are ready to print, click the File tab, and select Print.
Click the Print button.

Save the Cover Letter and Exit Microsoft Word
Click Save on the Quick Access Toolbar.
Go to the location where you save your files. Name the file cover letter. Click Save.
Click the Close button at the top right corner of the window.
Your cover letter cannot have spelling or grammar errors. While you were
writing the letter Microsoft Word automatically underlined possible errors.
Red wavy lines show a spelling error. Green wavy lines show a grammar
error. You can right click on these lines to view a list of suggested
corrections. Try it.
To prepare your document for printing, it is a good idea to preview the
whole page. This way you can correct any problems with the page layout.
Once you think the cover letter is ready, send it to the printer.
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Assignment 4: Write a Rsum

Open Microsoft Word

Add Contact Information
Type in Student Name. Press ENTER.
Type Street Address, City, State/Province, Postal/Zip Code. Press ENTER.
Type Phone Number. Press TAB. Type Email Address. Press ENTER twice.

Format Contact Information
Select Student Name.
Use your skills to format the text:

Select a font. TIP: Make sure that it is EASY to read and looks professional.

Increase the font size. TIP: Try font size 18 or 20.

Apply the bold font style to make the words stand out on the page.

Center the text.

Change the line spacing to 1.

Select Remove Space After Paragraph.

You can apply additional Font options to enhance the appearance of text. Try it!
o Select Student Name.
o On the Home tab, in the Font group,
click the Font dialog box launcher arrow.

o Select Small caps.

KEEP THE DIALOG BOX OPEN! Dont click OK, you are going to apply more formatting.
A rsum is a document that outlines the experience, qualifications, and
skills of a job seeker. You are going to use Microsoft Word to create your
rsum. You will learn how to use advanced text and page formatting
options to create a well-organized, professional document. In the following
assignment, you will apply for the Advertising Agent position at the
TechnoAd Agency using your rsum.
There are
additional
options in the
Font dialog box.
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o Click the Advanced tab.
o In the Character Spacing area, click the Spacing
arrow and select Expanded.
o In the By box, click the UP arrow to increase the space between letters.
o Click OK.
Use your skills to format the contact information.

Show/Hide Formatting Symbols and Add a Borderline

Click Show/Hide on the Paragraph group of the Home tab.
Now you can see the spaces, paragraph markers, and tab markers.
Place the cursor below the contact information.
Click the Border arrow on the Paragraph group of the Home tab.
Select Top Border from the list of options.
Click Show/Hide on the Paragraph group of the Home tab to hide the markers.

Add the Objective
Position the cursor at the END of the document.
Type Objective. Press ENTER.
Type a sentence that describes your career goals. For example:

Press ENTER twice.
Use your skills to format the Objective heading and the sentence about your career goals.

You can make your contact information stand out by adding a borderline
below the text to divide the page. It is easier to do this task if you can see
the hidden formatting markers. That way you can position your cursor in the
correct location.
Designer of advertising material including flyers, product catalogs, and brochures.
or
Seeking employment as an advertising agent with an organization that values creativity.
I VANNA J OB
10 Hierme Road, Jobb, ON, L8W 2J1
(111) 101-1001 ivannajob@kneedwurc.com

OBJECTIVE
You can increase
the space
between letters.
I VANNA J OB
The objective is a sentence
that briefly describes your
career goals.
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Add the Summary
Type Summary. Press ENTER.
Type three or four sentences about yourself. Press ENTER after each sentence.
o Three words that best describe you. TIP: Refer to Assignment 1, Question 1
o Describe your experience. TIP: Refer to Assignment 1, Question 2
o Select an item listed in the job requirements and tell how you are a perfect match.
TIP: Refer to Assignment 1, Question 3, 4, and 5
Press ENTER twice after the last item.

Copy formatting:
o Select the Objective heading.
o Click Format Painter on the Clipboard group of the Home tab.
o When the mouse pointer changes to a paintbrush,
click on the Summary heading to copy the formatting.
o Select the Objective sentence.
o Double click Format Painter to keep the tool active.
o Click on each sentence.
o To deactivate Format Painter, click ESC on the keyboard or click the Format Painter command.

Select the list of sentences. Create a bulleted list with custom bullets:
o Select the list.
o Click the arrow beside Bullets.
o Select an option from the gallery.

Apply a light shade of color behind the summary list to make it stand out:
o Select the list.
o Click the Shading arrow on the Paragraph group of the Home tab.
o Select a light color such as grey or blue.

I VANNA J OB

OBJECTIVE

SUMMARY
enthusiastic, hardworking, reliable
experience designing brochures, flyers, and posters
willing to learn and accept constructive criticism
enjoy contributing to a teameffort
The summary is a bulleted
list of your attributes,
experience, and skills.
TIP: To see more bullets:
1. Click Define New Bullet.
2. Click Symbol.
3. From the Font box, select Webdings,
Wingdings, Wingdings 2, or Wingdings 3.
4. Select a bullet from the gallery.
5. Click OK.
6. Click OK.

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Adjust the Paragraph Spacing of the Summary

Select the bulleted list.
Click the Page Layout tab. In the Paragraph group, set the spacing to 2 pt.

Add Education
Type Education. Press ENTER.
Type School Name with Dates: TIP: Refer to Assignment 1, Question 6
o Type School Name. Press TAB.

o Type the date you began high school. Type a hyphen (-). Type Present.
o Click the Tab Selector until you see the right tab option.
o Click on the ruler. A right tab marker appears.
o Click and drag the right tab marker to the right indent marker. Press ENTER.
o Press ENTER and type education-related information you believe an employer will want to know,
such as:
projected year of graduation academic awards grade point average (if high)
attendance record (if perfect) relevant courses relevant actives that relate to job
Press ENTER twice after the last item.
Copy formatting:
o Select the Objective heading. Click Format Painter on the Clipboard group.
o When the mouse pointer changes to a paintbrush,
click on the Education heading to copy the formatting.
Use your skills to format the information under the Education heading.

You can quickly remove or add paragraph spacing using the Line Spacing
command. However, you may want to set the amount of spacing instead of just
add or remove it. This can be done using options on the Page Layout tab.
The TAB key indents text. The ruler can be used to adjust tab settings. You are
going to adjust the tab marker to place dates aligned to the right margin.
Tab Selector
Right Tab Marker
Education includes details such
as school name, grade point
average, and relevant courses.
I VANNA J OB

OBJECTIVE

SUMMARY
enthusiastic, hardworking, reliable
experience designing brochures, flyers, and posters
willing to learn and accept constructive criticism
enjoy contributing to a teameffort

EDUCATION
TechnoSchool 2009-Present
82% average
Relevant courses: Visual Arts
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Create the Work Experience Section using Copy and Paste

Copy and Paste the Education Section
Select the Education section. Be sure to include the heading, school name, dates, and information.
Click Copy on the Clipboard group of the Home tab.
Click the Paste arrow on the Clipboard group.
Click Keep Source Formatting.

Edit the Text to Create the Work Experience Section
Change the Education heading of the pasted selection to Work Experience.
Change the School Name to Job Title or Employer Name.
Change the dates to the month/year you worked the job or if the job was a one-time event or seasonal,
leave the date off the rsum and instead include this information in the job duties section.
Change the education-related information to a list of job duties.

Copy and Paste Job Information using a Shortcut Menu
Select the Job information. Be sure to include the job title, employer name, dates, and duties.
Right click the mouse on the selection. From the shortcut menu, select Copy.
Position the cursor at the END of the document. Press ENTER.
Right click the mouse in the document window. Form the shortcut menu,
select Keep Source Formatting under Paste Options.
Change the information to add your second job experience.

Copy and Paste Job Information using a Keyboard Shortcut
Select the Job information. Be sure to include the job title, employer name, dates, and duties.
Press CTRL + C. Position the cursor at the END of the document. Press ENTER.
Press CTRL + V.
Change the information to add your third job experience.

Now that you have formatted the Education section the way you like, you can copy this
selection to create the Work Experience section. That way you only have to change the
words and everything will look great.

In the Work Experience section you will list three jobs you have done. Your work experience
may be limited, however this section proves to the employer that you are willing to work
and are responsible. You will learn different methods to Copy and Paste to create this
section quickly. TIP: Refer to Assignment 1, Question 8
If the formatting is not correct, click the
Clipboard arrow and select Keep Source
Formatting.
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Adjust the Page Margins

Adjust the Zoom Slider to view the whole page.
Click the Page Layout tab. In the Page Setup group, click Margins.
Select Custom Margins.
Set the top and bottom margins to 0.75.
Click OK.

Add Remaining Informaton to the Rsum

Complete the Rsum Checklist and then Print the Rsum
Review your rsum using the checklist:
Contact Information
name, address, phone number, email
Objective
sentence that clearly describes career goals
Summary
Three statements that describe your:
attributes
experience
how skills meet job requirements
Education
school name
dates

education-related information such as awards,
relevant course, or activities are listed
Work Experience
Three jobs that you have worked. For each job include:
job title
employer name
list of job duties
Relevant Skills

well organized list of skills, memberships, hobbies, or other
accomplishments that would interest an employer
Formatting
student name is formatted to stand out on the page
consistent formatting has been applied to all sections
bullets are used to list information
rsum fits on one page
Professional Publication
free of spelling and grammar errors
Make any adjustments to the document.
Click the File tab, and select Print. Click the Print button.

Save the Rsum and Exit Microsoft Word
You might need more room on the page to fit your rsum on one piece of paper.
One way to create more space on the page is to adjust the page margins.
You want to show the employer you have the
required skills. Use your knowledge to finish adding
information to your rsum. The rsum must fit on
ONE PAGE. You can include the following headings:

Computer Skills
Relevant Skills (teamwork, computer skills, artistic talent)
Memberships
Awards
Hobbies/Interests
Accomplishments

TIP: Refer to Assignment 1, Questions 2, 4, 9, 10, 11, 12
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Assignment 5: Apply for the Job

Open Microsoft Word and Address an Envelope
Click the Mailings tab. In the Create group, click Envelopes.
In the Delivery address area, type the address of the TechnoAd Agency.
In the Return address area, type Student Address.

Click Options to select the correct envelope size.
(NOTE: The size and style of an envelope is usually written on the package)
Click the Envelope size arrow to select a size from the list. Click OK.
Ask your teacher: Should you put an envelope in the printer and print
or should you click Add to Document and then save the file as
envelope?

TIP: If printing the envelope, look for an image on the print tray. It will show you how to position the envelope so that it prints properly.

In the past, people would place their cover letter and rsum in an envelope and mail
the documents or drop them off in person to the business. However, today it is more
common for people to send an email with the cover letter and rsum attached to the
message.

In a job ad, the company will tell you how to submit your application.
In the TechnoAd Agency posting it states:


Follow the instructions to learn how to address an envelope, save a document as a PDF,
and how to attach the file to an email to apply for the job.
Type the TechnoAd
Agency address here.
Type your address here.
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Close a File but Leave the Program Open
Click the File tab. Select Close.

Combine the Cover Letter and Rsum into One File

Open the Cover Letter and Rsum
Click the File tab. Select Open. Locate the cover letter and then click the Open button.
Click the File tab. Select Open. Locate the rsum and then click the Open button.

Copy the Rsum
Select the method you like the best to select the entire contents of the rsum:
o Keyboard shortcut CTRL + A.
o Click Select on the Editing group of the Home tab. Click Select All.
Click the method you like the best to copy a selection:
o Click Copy on the Clipboard group of the Home tab.
o Right click the selection and select Copy from the shortcut menu.
o Keyboard shortcut CTRL + C.

Insert a Page Break at the end of the Cover Letter
Click cover letter in the status bar to display the document window.
OR
Select the method you like the best to place the cursor at the end of the document:
o Keyboard shortcut CTRL + END.
o Drag the scroll bar downwards and when the bottom of the page is in view, click at the end of
the document to position the cursor.
Click the Insert tab. From the Pages group, click Page Break.

Not everyone has a computer with Microsoft Word. For this reason, it is a good
idea to save the file as a PDF. A PDF file can be viewed with the FREE software
Adobe Reader. Anyone can download this software from www.adobe.com.

A PDF file preserves the appearance of the file so that it looks the same on most
computers. This makes it so anyone can view the file, however the content
cannot be easily changed. It is a good idea to save your cover letter and
rsum as a PDF file and then attach the files to an email message. To do this,
you will combine the files into one document.
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Paste the Rsum into the Cover Letter Document
Click the Home tab. Click the Paste arrow on the Clipboard group.

Click Keep Source Formatting.

Save the File with a New Filename
Click the File tab. Select Save As.
Go to the location where you save your files.
Name the file Student Name Application. Click Save.

Save the Student Name Application as a PDF File
Click the File tab. Select Save & Send.
Click Create PDF/XPS Document. Click Create PDF/XPS.

Save the file in your student folder.
Name the file Student Name Application.
Select Open file after publishing.
Click Publish. The file opens in Adobe Reader.
Close the Adobe Reader window.

TIP: In the Save & Send options is Send Using
Email. This option automatically opens an
email message and attaches the file as a PDF.
This option will work on your home computer if
you have an email program installed.
However, since you are using the school
computer you will need to save the file as a
PDF and then send an email with the files
attached. You can use a web-based email
account to send the email right away or take
the files home and send them using your home
computer's email program.
Design Tips:
Make sure your document does not
exceed 2 pages.
Adjust the margins
Adjust the font size
Adjust the paragraph spacing
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(Optional) Send an Email with an Attachment

Open Email Program
Open the email program you are using OR open the browser and locate the web-based application,
such as Hotmail, and sign in to your account.
Click the Inbox, if necessary.

Compose a Message
Click New or Compose Mail to open a new message window.
In the To box, type the email address.
In the Subject box, type Student Name Advertising Agent Application
In the Body area, type:
Dear Mrs. Teacher,

I am interested in the Advertising Agent position, job number TECHNO2010. After reading the job description, I am
confident that my skills are a perfect match. I have the ability to create effective advertisements that will satisfy your
customers. I have attached a cover letter and rsum to this email. Contact me at 111-101-1001or by email at
ivannajob@kneedwurc.com to schedule an interview.

Thank you for your consideration.

Sincerely,

Ivanna Job
10 Hierme Road
Jobb, ON, L8W 2J1
111-101-1001
ivannajob@kneedwurc.com

Attach the Application
Click the Attach tool.
Browse to your student folder. Select the Student Name Application PDF file.

Send a Message
Click Send.
Exit the email program.

You can use a web-based email account to send the email right away or take
the files home and send them using your home computer's email program.
Although email programs may differ slightly in appearance, they all share the
same basic functions. Read the information and follow the instructions to send
the job application as an attachment.
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Session 1 Review: About Microsoft Word

1. Label parts of the Microsoft Word window.

1. Zoom Slider 3. Ribbon 5. Quick Access Toolbar
2. Scroll Bar 4. Ruler
/5

2. Match the terminology to the correct definition.
D line spacing

a. The amount of space between letters.
C paragraph spacing

b. The amount of space between the margin and a selection of
text.
B indent level

c. The amount of space before and after a paragraph.
E margins

d. The amount of vertical space between the lines of text in a
paragraph.
A character spacing

e. The amount of white space around the page at the top, bottom,
left, and right.
/5
Select the correct answer from the list.

3. The keyboard shortcut that places the cursor at the end of the document.
a. CTRL + A
b. CTRL + End
c. SHIFT + Home

4. A method used to select a paragraph.
a. Triple click the mouse inside the paragraph
b. Right click the mouse
c. Use the keyboard shortcut CTRL + Home

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5. A method used to paste a selection.
a. Double click the mouse and select Paste.
b. Right click the mouse and select Paste from the Shortcut menu.
c. CTRL + C /3

Select the command to complete the task.

6. Apply shading to a paragraph.

a.

b.

c.

7. Set page margins.

a.

b.

c.

8. Change line spacing.

a.

b.

c.

9. Copy formatting from one place and apply it to another.

a.

b.

c.

10. Justify text to create block paragraphs.

a.

b.

c.

11. Add a borderline.

a.

b.

c.

12. Show hidden formatting symbols such as spaces, paragraph markers, and tab markers.

a.

b.

c.

/7
Write a short answer.

13. You can set page margins. How does the size of the margins affect the amount of information that can
be placed onto a page?
The smaller the page margin, the more information can be placed onto a page.
/1
14. There are several ways to copy text. Select the option you like the most.
Keyboard shortcut, CTRL + C
Right click the mouse and select Copy from the shortcut menu
Copy command
Why it is your preferred method?
/2

15. Why is it a good idea to save a file as a PDF file type?
Anyone can view the file on their computer.
The content cannot easily be changed.
Document looks the same on all computers.
/1
Total: /24
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Session 1 Skill Review: Write a Job Acceptance Letter

Even if you have accepted a job over the phone, it is a good idea to write a job acceptance letter to confirm
the details of employment and to formally accept the job offer.

1. Open Microsoft Word.

2. Type your contact information:
Student Name
Street Address
City, State/Province, Zip/Postal Code
Press ENTER twice.

3. Type date.
Press ENTER twice.

4. Type recipient information:
TechnoAd Agency
2097 TechnoDrive
TechnoVille, ON, L7R 0A5
Press ENTER twice.

5. Type greeting such as Dear Name of Teacher:
Press ENTER twice.

6. Type a sentence that summarizes the purpose of the letter. (accept Advertising Agent job position)
I am writing to accept the position of Advertising Agent with the TechnoAd Agency.

7. Type a sentence that states details of employment. (job duties, salary, benefits)
I welcome the opportunity to join your team to create effective marketing materials for your customers.

8. Type a sentence that states the start date.
I look forward to starting work on January 27, 2011.
Press ENTER twice.

9. Type a closing line that shows appreciation for the opportunity.
Thank you for the opportunity.
Press ENTER twice.

10. Type a farewell line such as Sincerely, or Yours Truly,
Press ENTER four times.

11. Leave space for a signature. Type Student Name.

12. Select the entire document.

13. With the text selected, change the font to Times New Roman.

14. With the text selected, change the font size to 12.

15. With the text selected, justify the alignment.

Congratulations! You have been offered the Advertising Agent position at
the TechnoAd Agency. Use your skills to write a professional letter accepting
the job offer.
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16. Adjust the line spacing in the document area to 1.

17. Remove the Before and After paragraph spacing in the document.

18. Select Student Name. Apply the bold style.

19. Select the job title. Apply an italic style.

20. Customize the left and right margins to 2".
a. Click the Page Layout tab.
b.
Click Margins in the Page Setup group.

c. Select Custom Margins.
d. In the left margin box type 2. In the right margin box type 2. Click OK.

21. Edit the spelling and grammar.

22. Print the letter.

23. Save the letter as job acceptance letter.

24. Exit Microsoft Word.

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Session 1 Extension Activity: The Interview

Stage a mock interview:

Interviewer and Interviewee: Pair up students. Assign one student the role of being the interviewer and
the other the interviewee. Have the interviewer ask questions. Afterwards, have the students switch
roles.

Group Interview: Divide students into groups of four. Assign a group member to be the interviewer. The
remaining group members are job candidates. Give the interviewer two questions to ask job
candidates. Each job candidate can take a turn answering the question. Afterwards, have the
interviewer select the candidate they believe is best-suited for the job position based on their responses.
The interviewer must explain the rationale for their decision. Now rotate roles. Have a job candidate
become the interviewer. Repeat this process until each group member has been the interviewer.

Panel Interview: Select 5-10 students to be job candidates. Have the remaining students become part
of the panel of interviewers that work for the TechnoAd Agency. Set up the room so that the panel is at
the front of the room with the job candidates' desks arranged in a semi-circle in front of the panel. Give
each interviewer a question. For each question, the interviewer can select two candidates to answer.
After the interview discuss the process. Be sure to draw attention to quality responses, suggestions for
improving answers, as well as methods to cope with stress that can be caused by taking part in a panel
interview.

Perfect Answer: Divide the students into groups of four. Assign a group member to be the interviewer.
The remaining group members are job candidates. Give the interviewer two questions to ask job
candidates. Each job candidate can take a turn answering the question. After the interview, within the
groups, students discuss the strength and weaknesses of responses. Now as a group, generate the
"perfect" answer to the question by combining the responses. Select a group member to share their
answer with the entire class. Afterwards, discuss how the perfect answer is different for each person, but
emphasize the point that carefully planning a "perfect" answer before the interview is a great way to be
confident when asked the question.

Two-Headed Monster: Two heads are better than one! Interviewing can be a stressful experience.
However, having a friend help with preparing answers is one way to make answering questions fun.
Divide the students into groups of three. Assign a group member to be the interviewer. The two
remaining students are to combine their strengths, skills, and experiences to answer the question as if
they are a "two-headed" monster. Give the interviewer a question to ask the two-headed monster. After
being asked the question, the two-headed monster can quietly discuss their answer for 60 seconds.
After that time, they must select a "head" to confidently deliver the response. Rotate the role of
interviewer and two-headed monster.

Interview Tips:
Be well-groomed and dress neatly
Shake the hand of the interviewer using a firm handshake
Take an extra copy of your rsum and a list of references
Ask the interviewer to repeat the question if you are not sure what they are asking
Take a breath to relax before answering a question
Speak clearly
Lean toward the interviewer to show that you are interested
Be calm and do not fidget
Do not chew gum or cross arms over chest when answering a question
TechnoAd Agency is interested in YOU! They
have scheduled an interview.
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Interview Questions: YOU ARE APPLYING FOR THE ADVERTISING AGENT POSITION

1. Tell me about yourself.

Tip: Often interviewers will ask this question first to relax you. Keep the answer brief, only two or three minutes long.
Limit your answer to work-related items. Talk about things you have done and jobs you have held that relate to the
position. Hint: Refer to your summary on your rsum.
2. What is your greatest strength?

Tip: This question lets you tell the employer why you are perfect for the job. Describe an attribute you possess such as
determination, responsible, energetic, or creativity and then explain how it has helped you in the past to complete
a task and why it will be an asset to this position.
3. What experiences do you have that qualify you for the position?

Tip: Be specific! Have a list of two or three things you have done that will make you a perfect match for the position.
For example, list three marketing items you have made, their purpose, and production methods used.
4. What have you done in the last year to improve your knowledge or skills?

Tip: Many companies are willing to train, but you have to show them that you are willing to learn. Describe a time
when you learned a new skill and describe how you responded to the learning situation.
5. Tell me about your ability to work under pressure in a fast-paced environment.
Tip: Say you thrive under pressure. Give an example of when you worked in this environment and why you liked it.
6. Rate your communication skills on a scale of 1 to 10, with 10 being excellent.

Tip: Give yourself a high score. Then provide two or three examples. For example, you may want to mention ways
you have used media to communicate a message effectively, strengths you possess in face-to-face discussions,
written or public speaking abilities, or methods you use to communicate.
7. Describe a difficult situation and how you overcame it.

Tip: This question is based on the belief that how you behaved in the past will predict how you will behave in the
future. For this reason, have an example ready about a difficult co-worker, team member, or assignment. Briefly
describe the situation and then focus the rest of your answer on the methods used to solve the issue.
8. Do you prefer to work independently or on a team?

Tip: This is a trick question. Answer that you prefer BOTH depending on the task then give an example of a task that
you enjoyed doing independently and another where you liked being part of a team.
9. Describe a time when your workload was heavy and how you handled it.

Tip: You need to show you have excellent time management skills. Give an example of how you met a deadline,
adjusted your schedule to balance many activities/tasks, or the methods you use for scheduling.
10. What level of proficiency do you have with using the computer?
Tip: Be honest. Describe the programs you can use or tasks you can complete using the computer.
11. What are your long range plans or objectives?

Tip: Focus on your career goals and what you are doing to achieve those goals. For example, say "I would like to
become the best X and to achieve that I am doing Y and Z."
12. What is your greatest weakness? or What area in your work do you need to improve?

Tip: Do not say I get easily bored, stressed, depressed, or angry, nor mention a key requirement of the job as an area
of weakness. Instead, select an area of knowledge or skill where you would like to improve and demonstrate how
you overcame the shortcoming. For example, say "I am weak in X. I always have to do Y to overcome this
weakness." For example, if you have a poor memory, say you have to make lists; if you aren't good at math, say you
use a calculator; or if you have limited spreadsheets skills say you are taking a course.
13. Why did you leave your last job? or Why do you want this job?

Tip: Be positive. NEVER refer to a problem with management or speak ill of co-workers at a previous job. Instead, say
you want to learn something new, have a new opportunity, or a new challenge.
14. What do you know about this organization?

Tip: This question proves that you are interested in the job position. It is a good idea to research a company BEFORE
going to the interview. For this assignment, the INFORMATION IS IN THE AD. However, for other jobs, a great method is
to use the Internet and read the company website to learn about products/services.
15. Do you have any questions?

Tip: Always ask a question because it shows you are interested in the company. Avoid asking about wages,
holidays, or other benefits. Instead ask, "What type of projects will I be working on when I start work?" Or, "Do you
offer training before I begin working with your customers and if yes, what does the training include?"
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