Module Meeting Management

Learning Outcomes

Build keyboarding skill.Format agendas.Format minutes.Format itineraries.Prepare labels and name badges.Prepare meeting management guides.

17

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 2 ©2008 South-Western Cengage Learning

Agendas103

Heading providing information about the meetingList of the topics to be discussed at the meetingName of the person or group responsible for leading the discussion of each topicAmount of time allocated for the topic (optional)

Components of an agenda:

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 3 ©2008 South-Western Cengage Learning

Agenda Format

103

2”

Remove extra space

Remove extra space

Left tab 1.0”

Left tab 1.5”

6.5” right leader tab

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 4 ©2008 South-Western Cengage Learning

Agenda Format (continued)

103

2”

Remove extra space

Left tab .5”

Left tab 1”

6.5” right leader tab

Remove 1” tab

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 5 ©2008 South-Western Cengage Learning

Insert Text From File104

Position the insertion point where you want to insert the file.On the Insert menu, in the Text group, click Object.Choose Text from File.

Text from File

Object button

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 6 ©2008 South-Western Cengage Learning

Minutes104

Date, time, and place of the meetingName of the presiding officer or meeting leaderNames (may also include titles) of attendeesMeeting objectivesSummary of decisions madeSummary of action itemsHandouts and meeting materials

Components of minutes:

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 7 ©2008 South-Western Cengage Learning

Minutes Format

104

2

Remove space after

Minutes are formatted in basic report style.

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 8 ©2008 South-Western Cengage Learning

Itinerary105

Dates and times of meetings and eventsTransportation information

Airline flight numbers and timesTicket informationPassport or visa requirementsRental car or ground transportation

Hotel informationName and addressConfirmation numberSpecial requests made

Components of an itinerary:

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 9 ©2008 South-Western Cengage Learning

Itinerary (continued)

Restaurant informationName and addressReservation information

Meetings or appointmentsIndividual and company namesTimesAddressesTransportation information

Leisure-time activities and information

105

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 10 ©2008 South-Western Cengage Learning

Itinerary Format

105

Set left tab and hanging indent at 1.5”Title Style

Position heading 1” to 2” depending on document length

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 11 ©2008 South-Western Cengage Learning

Create Labels106

Select and set up the labels using the label main document.Connect the labels to your address list (the data source).Edit the recipient list.Add merge fields (placeholders).Preview and complete the merge.

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 12 ©2008 South-Western Cengage Learning

Create Labels (continued)106

On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button.Click Step by Step Mail Merge Wizard and follow the steps.

To start the Mail Merge Wizard:

Step by Step Mail Merge Wizard

Start Mail Merge button

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 13 ©2008 South-Western Cengage Learning

Create Labels (continued)106

Select Labels as the document type.Click Next located at the bottom of the task pane.Select Change document layout and then click Label options.

To create labels:

Labels

Label options

Change document layout

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 14 ©2008 South-Western Cengage Learning

Create Labels (continued)106

Select the Printer, select the Label vendor, the Product number, and then click OK.Then click Next: Select recipients at the bottom of the Mail Merge Wizard task pane.

Printer

Label vendor

Product number

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 15 ©2008 South-Western Cengage Learning

Create Labels (continued)106

Select Use an existing list or Type a new list and then Create to display the New Address List dialog box.Click Customize Columns to display the Customize Address List dialog box.Select each field not needed and rename or delete; click OK.

Type a new list

Create

Add, Delete, Rename

Customize Columns

Select fields to rename or delete

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 16 ©2008 South-Western Cengage Learning

Create Labels (continued)106

Key the variables in the fields, tapping the TAB key to move from one field to the next; then click OK.The Save Address List dialog box displays. Select the drive, key the filename in the File name box, and click Save.

Key the variables

Save Address List dialog box

Key the filename

Lesson

Keyboarding & Formatting, Lessons 61-120 Module 17, Slide 17 ©2008 South-Western Cengage Learning

Create Labels (continued)106

Click OK and then click Next: Arrange your labels in the Mail Merge Wizard task pane.Click Address block; then click Update all labels.Click Next: Preview your labels in the Mail Merge Wizard task pane.Click Next: Complete the merge; then click Print.Print all records.

Address block

Update all labels

All button