PT MNaie aes EXAM TIP You should leave a clear line space after each paragraph. Figure 2.4.4 | Activating a paregraah lalogue box Headings Aheading is text that indicates the topic of a document or section within 2 document. There are several types of headings, with specific formatting rules governing each type. The headings most commonly used in business documents are + main heading — used to indicate the general subject matter of the entire document + subheading — used to indicate the specific subject matter of the document + shoulder heading ~ used to indicate the main idea of a section of a document + paragraph heading - used to indicate the specific idea of a paragraph + marginal heading (side heading) — used in displayed work such as programmes and plays You may sometimes be given specific instructions for the formatting of the headings. Where no instructions are given, use the formatting Information in Table 2.4.1 as a guideline, Paragraphing There are four main types of paragraphs in manuscripts and business documents, They are: ‘blocked + indented hanging * inset. You can usually select which type of paragraph style you want to use throughout your word-processing document (Figure 2.4. 1). For example, in Microsoft Word you can set indents using the Paragraph dialogue box. To activate this feature in Word 2003, click on Format and then Paragraph. In Word 2007, click on the small arrow in the bottom right-hand comer of the Paragraph section of ‘the Home ribbon A blocked paragraph Is the most commonly used paragraph style. Each line of the paragraph begins at the left margin, In an indented paragraph, the first line starts at a distance (usually 1.27 em or 0.5 inches) from the left margin. All other lines begin at the left margin. With a hanging indent only the frst line begins at the left margin. All other lines begin away from the margin (usually 1.27 ¢m or 0.5 inches). You can use hanging indents when typing entries in bibliographies and reference lists. Numbered and bulleted lists also use hanging indents, in that the first line is typed at the left margin, but all other lines begin away from the margin.In Word 2007 you can access the numbered list options by clicking the numbering drop-down arrow in the Paragraph section of the Home ribbon. ‘An inset is used to clearly identify @ particular section of a document such as 2 lengthy quotation. Each line of the inset paragraph begins and ends at a distance from the left and the right margins, as is shown below. The job interview is one situation that illustrates the truth of, the axiom, ‘Ifyou fail to prepare, then prepare to fail’. Being ‘well prepared will maximise the chance that you will be offered, a job. Being well prepared will help you feel more relaxed and, appear more confident. Table 2.4.1. Guidelines for formatting headings Ce In word-processing programs you can also set indents from ‘the ruler that is displayed above the document. Use the Help feature of the software to find ‘out how. Heading Formatting Main heading | + Placed at the top of the first page of the document, cial either aligned left or centred. ASTMITY, + Typed in the largest font in the document in either ‘Type any passage from this bold closed capitals with one or two spaces between Study Guide and then apply a words or spaced (expanded) capitals with three spaces | | different type of indent to each between words paragraph. + May be underlined Subheading | « Placed immediately below the main heading with a clear line space between + Typed in slightly smaller font than the main heading + Either aligned left or centred + Typed in either bold closed capitals with one or two spaces between words or initial capitals (ttle case) with underlining Shoulder | « Two clear line spaces between the preceding paragraph heading and the shoulder heading. Placed! above next Paragraph with a clear line space between heading and paragraph, left-aligned + ther closed capitals with or without undertining or initial capitals with underining or bold + May be enumerated using either letters or numbers GIO Paragraph | + Placed in the first line of the paragraph heading * Leftaligned or indented according to the siyle of the 1 Outline the layout and use of paragraph each of the following: + Either closed capitals with or without underining or a main heading initial capitals with underlining or bold peters + Either followed by a colon or fll stop with three @ aulieihesdig spaces after the punctuation mark or with two spaces after the last word of the heading or with one space d__ paragraph heading. after iit s part of the opening sentence pena on ee en orion | ||| tessa left margin, leftaligned or indented of the following indents: reading (side | « Typed in closed capitals or initia capital inthe same a hanging heading) font and size as the paragra font and size as the paragraph Lae + May or may nat be undertined or bold