Electronic Document

Preparations & Management

Preparing a typescript

Prepared by:
Ms. T. Wynter 09/02/2021
 What is a Typescript?

● A type script is a type written version

of a manuscript.

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 Typescript Cont’d

In order to prepare a typescript, there are several things

to take into consideration.
● Punctuations
● Capitalisation
● Line spacing
● Headings
● Paragraphing
● Typing of figures
● Abbreviations
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PUNCTUATIONS

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 The use of punctuation marks

● Punctuation marks are marks or signs used within a text to clarify

its meaning.
● They play an essential role in enabling readers to understand the
text.
● It is important to know the rules of punctuations.

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Punctuation marks and their uses

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 Rules of Punctuation

Punctuations Marks Rules

Comma (,) There is no space after a comma when typing numbers. Eg. $ 2,000

Semicolon (;) one spaces should be left after a semicolon. Eg. The bag needs to be
washed; It is dirty.

Colon (:) Two spaces should be left after typing a colon. Eg. The store sells the
following: blender,stove, television and washing machine.

Full Stop/ Period(.) Two spaces are left at the end of a sentence. Eg. There is a pen on the
desk.
A space is left after an initial Eg. O.M. Brown
No space is needed in abbreviations Eg. R.S.V.P., a.s.a.p.
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How many character spaces should be left after a/an:
a) question mark?
b) hyphen -
c) exclamation mark!
d) apostrophe `

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CAPITALIZATION

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 Capitalization

● In preparing a document , uppercase or capital letters should

be appropriately placed.
● The following should be considered:
- Always begin a sentence with a capital letter.
- The letter of a proper noun such as the name of a person or
place should be capitalized.

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 Capitalization Cont’d

● The first letter of personal titles are normally written in capital

letters. These include:
- Mr.
- Mrs.
- Dr.
- Rev.
- Prime Minister

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● Rewrite the following statement, inserting and removing
capital letters where necessary.
Mr. simons gave peter a Big Red Hat. it looked Wonderful
with His suit. Did you know that mr. simons promised mary
one too?

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 Types of Capitals
● The three ways of typing capitals are:

Initial Capitals With initial capitals, the first letter of each important word
is capitalized. For example, Electronic Document
Preparations and Management

Closed capitals Closed capitals refer to capital letters within a word typed
without a space between them but one space allowed
between words. An example is : MORANT BAY

Spaced capitals With spaced capitals, one space is left between letters
within a word and three spaces are left between words. For
example: M O R A N T B A Y
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LINE-SPACING

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 Line Spacing

Single line Spacing Single line spacing (SS) means that there are no
lines between the line of the document.
Double Line Spacing Double line spacing (DS) requires one clear line
of space between each line of type.
Triple Line Spacing With triple line spacing (TS) two spaces are
allowed between each line by pressing the
enter key three times while the line spacing is
set on one.

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HEADINGS

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 Headings

● Headings indicate the main subjects of a text to the reader.

● The heading of a particular text should be appropriately
chosen as they help readers to decide whether or not to
continue reading the document.
● Suitable font styles maybe used to emphasise the heading
styles.

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 Headings Cont’d
Various types of headings are:
- main heading
- sub-heading;
- shoulder heading;
- paragraph heading
- marginal heading;
- column heading;

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 Main Heading
● This is the heading that gives the general idea of the text and is
typed at the beginning of the document.
● The main heading is usual blocked when using blocked
paragraphs but may also be indented. However, it is centered on
the other paragraph styles.
Eg. OFFICE ORIENTATION- Block Style- centered style
COMMUNICATION

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 Main Heading Cont’d
●

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 Sub-Headings
● A sub-heading gives a more specific suggestion as to the subject
of the document.
● This is typed below the main heading and it may be blocked and
centered.
● Subheading may be typed in CAPITALS or Initial capitals.
● Subheadings can also be underlined. For example: Ingredients

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 Sub-Headings Cont’d
●

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 Shoulder Headings
● Shoulder headings are left aligned. This means that it is typed to
the left margin.
● Two clear lines should be left after the shoulder heading.
● The paragraph maybe blocked or indentend

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 Paragraph Headings

● This is typed in the same line at the beginning of the paragraph.

● This may or may not be followed by a period or colon.

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 Marginal or Side Headings
● These headings are typed left aligned while the paragraph is
typed towards the right.
● This type of heading is used in preparation of minutes of
meetings, plays,etc.

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 Column Headings

● Column heading refer to the titles at the top of the

columns used to identify what the information in the
particular column is all about.

● This type of heading is normally used in preparation of a

table.

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Column Heading Cont’ds

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 Subject Headings

● A subject heading briefly describes the main focus of

the document. These headings are displayed in
documents such as letters and memoranda.

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PARAGRAPHING

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 Types of Paragraphs

● In preparing documents various paragraphs style

maybe used.
- Blocked paragraphs
- Indented paragraphs
- Hanging paragraphs
- Inset paragraphs

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TYPING OF FIGURES

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 Typing of Figures

● When typing numbers within a document, the main rules

should be applied are as follow
- Write numbers one to nine in words. (e.g. There are two
main chairs.).
- Do not begin a sentence with a number; type it in words
(e.g. Twenty boys are in the class.).
- Sums of money are usually written in figures, especially
after monetary signs (e.g. $12,00.00 )
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 Typing of Figures Cont’d

● Ordinary numbers such as first, second, third and fourth

should be typed as words and not 1st 2nd 3rd and 4th except
in dates

● Write page numbers in figures (e.g. see page 6 for more details.

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ABBREVIATIONS

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Abbreviations

● Abbreviations are words that are in a

shortened form or are not spelt out.
● Abbreviated words are frequently used
for speed by manuscript writers.
● They may or may not use full stop at the
ends of these words.

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Abbreviations Cont’d

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● Rewrite this paragraph, writing the abbreviated word in
full:

On Mon. all the students wl hv to meet w. Their form

teachers. The sch wl be hosting a music festival in feb. &
therefore plans hv to be in place. A cttee shd be created esp
for the designing of the costumes.
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 The End.

Prepared by:
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Ms. T. Wynter 09/02/2021