Readability Index in Word 2007Left click on the icon in the up.docx

Readability Index in Word 2007
Left click on the icon in the upper left corner. In the drop down
box, click on “Word Options” and you will find the display
below. Click on the box that read “Show readability statistics”
toward the bottom, or highlighted in a dotted box. Click OK at
the bottom right corner. Then, click the Review tab at the top to
see and click on “Spelling & Grammar” to get writing
information.
Running head: ASSIGNMENT TITLE HERE
1
PAGE
3
ASSIGNMENT TITLE HERE
Typing Template for APA Papers: A Sample of Proper
Formatting for the APA 6th Edition Student A. Sample
Grand Canyon University: <Course>
<Date>
<Note: Even though APA does not require the
date on a title page, it is a requirement for GCU papers.>

Typing Template for APA Papers: A Sample of Proper
Formatting for the APA 6th Edition
This is an electronic template for papers written in APA style
(American Psychological Association, 2010). The purpose of
the template is to help the student set the margins and spacing.
Margins are set at 1 inch for top, bottom, left, and right. The
type is left-justified only—that means the left margin is
straight, but the right margin is ragged. Each paragraph is
indented five spaces. It is best to use the tab key to indent. The
line spacing is double throughout the paper, even on the
reference page. One space is used after punctuation at the end
of sentences. The font style used in this template is Times New
Roman and the font size is 12.
First Heading
The heading above would be used if you want to have your
paper divided into sections based on content. This is the first
level of heading, and it is centered and bolded with each word
of four letters or more capitalized. The heading should be a
short descriptor of the section. Note that not all papers will
have headings or subheadings in them.
First Subheading
The subheading above would be used if there are several
sections within the topic labeled in a heading. The subheading
is flush left and bolded, with each word of four letters or more
capitalized.
Second Subheading
APA dictates that you should avoid having only one subsection
heading and subsection within a section. In other words, use at
least two subheadings under a main heading, or do not use any

at all.
When you are ready to write, and after having read these
instructions completely, you can delete these directions and
start typing. The formatting should stay the same. However, one
item that you will have to change is the page header, which is
placed at the top of each page along with the page number. The
words included in the page header should be reflective of the
title of your paper, so that if the pages are intermixed with other
papers they will be identifiable. When using Word 2003, double
click on the words in the page header. This should enable you to
edit the words. You should not have to edit the page numbers.
In addition to spacing, APA style includes a special way of
citing resource articles. See the APA manual for specifics
regarding in-text citations. The APA manual also discusses the
desired tone of writing, grammar, punctuation, formatting for
numbers, and a variety of other important topics. Although the
APA style rules are used in this template, the purpose of the
template is only to demonstrate spacing and the general parts of
the paper. The student will need to refer to the APA manual for
other format directions. GCU has prepared an APA Style Guide
available in the Student Writing Center for additional help in
correctly formatting according to APA style.
The reference list should appear at the end of a paper (see the
next page). It provides the information necessary for a reader to
locate and retrieve any source you cite in the body of the paper.
Each source you cite in the paper must appear in your reference
list; likewise, each entry in the reference list must be cited in
your text. A sample reference page is included below; this page
includes examples of how to format different reference types
(e.g., books, journal articles, information from a website). The
examples on the following page include examples taken directly
from the APA manual.
References

American Psychological Association. (2010). Publication
manual of the American Psychological Association (6th ed.).
Washington, DC: Author.
Daresh, J. C. (2004). Beginning the assistant principalship: A
practical guide for new school administrators. Thousand Oaks,
CA: Corwin.
Herbst-Damm, K. L., & Kulik, J. A. (2005). Volunteer support,
marital status, and the survival times of terminally ill patients.
Health Psychology, 24, 225-229. doi:10.1037/0278-
6133.24.2.225
U.S. Department of Health and Human Services, National
Institutes of Health, National Heart, Lung, and Blood Institute.
(2003). Managing asthma: A guide for schools (NIH Publication
No. 02-2650). Retrieved from http://www.nhlbi.nih.gov/
health/prof/asthma/asth_sch.pdf
Top of Form
Heritage Assessment
1
Unsatisfactory
0.00%
2
Less than Satisfactory
75.00%
3
Satisfactory
79.00%
4
Good
89.00%
5
Excellent
100.00%

80.0 %Content
20.0 %Discuss the Usefulness of Applying a Heritage
Assessment in Evaluating the Needs of the Whole Person.
Discussion of the usefulness of applying a heritage assessment
in evaluating the needs of the whole person is not offered.
in evaluating the needs of the whole person is offered, but
incomplete, lacking relevant information, or does not meet
criteria for word count.
in evaluating the needs of the whole person meets requirements
of the assignment.
in evaluating the needs of the whole person is offered in detail.
in evaluating the needs of the whole person is offered in detail,
while offering insight and/or reflection.
20.0 %Family Interviews
Interview of three families from different cultures not offered.
Interview of three families from different cultures is offered,
but incomplete, lacking relevant information regarding the
comparison of the differences in health maintenance, health
protection, and health restoration among the cultures.
Interview of three families from different cultures that provides
protection, and health restoration among the cultures meets
requirements of the assignment.
protection, and health restoration among the cultures is offered
in detail.
protection, and health restoration among the cultures is offered

in detail, while offering insight and/or reflection.
20.0 %Identifying Common Health Traditions
Identification of common health traditions based on your
cultural heritage is not offered.
cultural heritage is offered, but is incomplete, lacking relevant
information.
cultural heritage meets requirements of the assignment.
cultural heritage is offered in detail.
cultural heritage is offered in detail, while offering insight
and/or reflection.
20.0 %Evaluate How Families Subscribe to These Traditions
and Practices
Evaluation of how family subscribes to these traditions and
practices is not offered.
practices is offered, but is incomplete, lacking relevant
information.
practices meets requirements of the assignment.
practices is offered in detail.
practices is offered in detail, while offering insight and/or
reflection.
15.0 %Organizatioan and Effectiveness
5.0 %Thesis Development and Purpose
Paper lacks any discernible overall purpose or organizing claim.
Thesis and/or main claim are insufficiently developed and/or

vague; purpose is not clear.
Thesis and/or main claim are apparent and appropriate to
purpose.
Thesis and/or main claim are clear and forecast the development
of the paper. It is descriptive and reflective of the arguments
and appropriate to the purpose.
Thesis and/or main claim are comprehensive; contained within
the thesis is the essence of the paper. Thesis statement makes
the purpose of the paper clear.
5.0 %Paragraph Development and Transitions
Paragraphs and transitions consistently lack unity and
coherence. No apparent connections between paragraphs are
established. Transitions are inappropriate to purpose and scope.
Organization is disjointed.
Some paragraphs and transitions may lack logical progression of
ideas, unity, coherence, and/or cohesiveness. Some degree of
organization is evident.
Paragraphs are generally competent, but ideas may show some
inconsistency in organization and/or in their relationships to
each other.
A logical progression of ideas between paragraphs is apparent.
Paragraphs exhibit a unity, coherence, and cohesiveness. Topic
sentences and concluding remarks are appropriate to purpose.
There is a sophisticated construction of paragraphs and
transitions. Ideas progress and relate to each other. Paragraph
and transition construction guide the reader. Paragraph structure
is seamless.
5.0 %Mechanics of Writing (includes spelling, punctuation,
grammar, language use)
Surface errors are pervasive enough that they impede

communication of meaning. Inappropriate word choice and/or
sentence construction are used.
Frequent and repetitive mechanical errors distract the reader.
Inconsistencies in language choice (register), sentence
structure, and/or word choice are present.
Some mechanical errors or typos are present, but are not overly
distracting to the reader. Correct sentence structure and
audience-appropriate language are used.
Prose is largely free of mechanical errors, although a few may
be present. A variety of sentence structures and effective
figures of speech are used.
Writer is clearly in command of standard, written, academic
English.
5.0 %Format
2.0 %Paper Format (use of appropriate style for the major and
assignment)
Template is not used appropriately or documentation format is
rarely followed correctly.
Template is used, but some elements are missing or mistaken;
lack of control with formatting is apparent.
Template is used, and formatting is correct, although some
minor errors may be present.
Template is fully used; There are virtually no errors in
formatting style.
All format elements are correct.
3.0 %Research Citations (In-text citations for paraphrasing and
direct quotes, and reference page listing and formatting, as
appropriate to assignment)
No reference page is included. No citations are used.
Reference page is present. Citations are inconsistently used.
Reference page is included and lists sources used in the paper.
Sources are appropriately documented, although some errors
may be present.

Reference page is present and fully inclusive of all cited
sources. Documentation is appropriate and GCU style is usually
correct.
In-text citations and a reference page are complete. The
documentation of cited sources is free of error.
100 %Total Weightage
Bottom of Form
Setting Line Spacing in Business Memos
At the top of a document after you open it move the cursor to
the top left corner and open the Paragraph dialogue box to set
the spacing info and tab setting as shown below before you
move forward with any other part of the memo. Then, click on
the “Set a Default” button. Sometimes it stays, other times it
does not. If you find you need to readjust to the setting below,
put the cursor anywhere in the document, highlight the whole
document (I use Ctrl + A), right click on the highlighted
area/document, and click on Paragraph. The box below will
open up, and set info as shown below. Also works for specific
document areas.
At the top of a memo, where you double space the Date, To,
From, and Subject, hit the Enter key twice to achieve the double
spacing. Applies to other places in the memo where you need to
double space between sections.

Correct spacing.
See directions below to change the tab setting to 0.15 from the
standard setting.
Setting Tab Spacing to 0.15
For tab setting, set to 0.15, and don’t use 0.5, in the “Default
tab stops:” area in the upper right corner. Hit OK. Provides
more finite spacing with lists, outlines, etc.
Change to this number from standard size.

Initial Formatting Memo Information
When setting up a memo, you start with single line spacing and
zero, as shown above. For the Date, To, From, and Subject, you
hit the Enter key twice to produce the double space required in
business memo writing. You tab over to generate the straight
line effect when adding information after the colon, as shown
below.
Click to show paragraph marks and other hidden formatting
information.
Click again to hide information.
Numbering Pages
Number your pages. Find the number feature under the Insert
tab, highlighted in yellow below will be the title Page Number.
Click on the arrow in the bottom right corner to select the
desired pagination option and style.
Insert tab

Borders and Shading
Borders
Left click on the mouse in a highlighted section in a table to see
a column pop up, and in the middle of the pop up you will see a
row labeled Borders and Shading. Left click on Borders and
Shading, and the box below will pop up. You have three
options: Borders, Page Borders, and Shading. You can use the
mouse to select one of the other tabs, or use the keyboard:
Borders (Alt + B); Page Borders (Alt + P), or Shading (Alt + S),
which you will see below.
You have a selection of features: Style to select a line; Color to
choose a color; Width to select how bold to make a line; and
other features. Use these to enhance your tables.
Click when done to add to the table.
Borders and Shading
Page Border
To enhance the border of a table, you have selections, similar to
the choices above.

Border and Shading
Shading
Use shading to highlight a table (rows or columns) to make
information stick out. On the next page, you will see an
example with more directions to design a table.
Patterns -- Style
One feature, as below, to use is highlighting a row (typically) or
a column. Highlight the row or column, and follow the
procedures to get to this pop up. When the dropdown box shows
up you can select the percentages or place the cursor on the
slide bar to select darker shading.
Place cursor on gray area and slide down.
Click to show dropdown box.
On the next page, find an example of the results of using the
Border and Shading feature.
Table Example

You have a complete example of how to use table features.
After practicing a few times, you will easily master these
valuable skills. Don’t make the table the width of the page. You
can move in the columns and end column lines with the cursor
by finding two upright lines (||). Same applies to rows to adjust
the width.
Table 1
DIRECTIONS FOR MAKING A TABLE IN WORD
Right Click and Merge Cells. Make this top header black by
right clicking and going to Boarders and Shading. Select the
Shading tab, and make this 100% black. Lettering turns white
and bold
Use this row for column headings
Insert info here
Insert info here
Insert info here
Adding Rows and Columns
To add a row or rows, or a column or columns, highlight the
rows or columns you want to add, per the light column below. I
selected to add two rows. (Tried to capture a good Print Screen
version before it fades was a challenge; you see a ghost here but
get the picture about what to look for.)
In the pop up you see options to add rows. When you click on
this item another pop up box will show to the right that give you

options. Select the one you want.
To merge cells, use this feature for the top row that includes a
title. Highlight the row, left click to show the pop up below,
and right click on Merge Cells to make one large cell. To undo
a merged cell or cells, see directions below.
To adjust how information looks in a cell or cells in a table, you
have another feature: Cell Alignment. Highlight the cells you
want to adjust how the information looks. Right click to show
the pop up below, and move to Cell Alignment. When you place
the cursor on the Cell Alignment area a pop up will show to the
right, showing you nine examples. Move the cursor to one of the
buttons, and right click on the button.
Cell Alignment
Merge Cells
Add rows
Split Cells
If you have a merged cell you want to undo, highlight the
merged cell. You will see in the place of “Merge Cells” a line
that says “Split Cells” as seen below. You have the option to
return the merged cell to match the table or adjust the cells in a
specific row, column, or rows and columns.
Page | 10

Date: Month Day, Year or mm/dd/yyyy
To: Name the person or persons by first and last
name in a line
From: Your name
Subject: Name the memo
The first paragraph of a memo states the reason you’re writing
it. Cite the problem or challenge you’ll address, and describe
the structure the memo. Keep the first paragraph to about 5-6
lines, made up of 3-4 sentences. In all paragraphs, write
sentences between 10-15 words to maintain a high
comprehension rate, typically between 90-95 percent. At times,
you’ll write a few shorter sentences (5-7 words), and you’ll
write a few longer ones (20-25 words). Any sentence composed
of two independent thoughts will be connected by a comma
followed by a coordinating conjunction (For, And, Nor, But, Or,
Yet, and So, spelling FANBOYS). Keep your writing simple and
direct. In this memo, you will read about memo structure tools,
using headers, inserting tables, figures, and graphs, and end
with a recommendation.
Incorporating Memo Structure Tools
The second paragraph starts to explain your issue, and introduce
it with a header if you write a memo longer than one page. You
build on your opening paragraph with specific information,
following the description of the structure of the memo. For all
business documents use one inch margins all the way around
(top, bottom, left, and right). For font size, choose 11 point, and

use either Times New Roman or Ariel. To reveal the “paragraph
marks and other hidden formatting symbols” symbol, , click on
the icon in the middle of the Home tab or use (Ctrl + Shift + *)
to see paragraph symbols. Keep all table information on the
same page.
With all paragraphs, don’t exceed eight lines in length (I count
the number of lines), and write between 4-6 clear and concise
sentences, following the average word count per sentence. Start
with the noun and verb, add appropriate adjectives and limit
adverbs. For me, adverbs don’t add much to a message: What’s
the difference between hot and very hot? Hot is hot!!! Also,
people use “very” too often, but what does it add? NOT much.
Lastly, Don’t Get Wordy!!!
With documents more than one page, use headers and
subheaders. A one-page memo would not need headers, unless
you want to stress the last two paragraphs: Conclusion &
Recommendation. The first paragraph, which functions as an
introduction, does not need a heading since it provides
direction, lists activities, and makes a recommendation.
A header and subheaders need a few paragraphs to explain or
support a header/subheader. Don’t go from a header to a
subheader without a paragraph after the header to introduce that
section. Don’t use a header, one paragraph, a header, a
paragraph, a header, a paragraph, and so on, and applies to
subheader use. With headers or subheaders, they don’t stand
alone, especially at the end of a page so hit the Enter key to
move it to the top of the next page.
A header introduces the next section (composed of a few
paragraphs). Headers are centered, justified, and highlighted in
bold. Subheaders start on the left side and are highlighted in
bold. Lastly, number the pages in the documents, found in the
Insert tab under the “Header & Footer” icon. Also, a

header/subheader does not stand along.
Main Heading
This paragraph captures the important issues you’ll discuss
about the header, which is followed by a couple of paragraphs.
Headers help structure your message. Remember, executives
skim, so headers help with skimming. Headers and subheaders
function as road signs, so use them to lead the reader through
your high-level reasoning process. In a way, when someone
skims your report, the reader could figure out your message
through your use of headers and subheaders. In Guffey, p. 393,
Figure 12.6, see the distances for structuring
headers/subheaders and paragraphs. The figure shows a 2-inch
top margin, and I subscribe to one-inch margins all around, so
follow this guideline – one-inch margins all around.
You get remembered when executives skim effectively and
remember. Make your writing count.
Second-Level Subheader
Paragraphs in second-level subheaders start to explain each
sentence in the main header paragraph(s) or high-level message.
Use one second-level subheader for each sentence under the
main heading.
Third-level subheader. At this point the subheader introduces a
paragraph directly related to the topic at hand found in the
subheader above. Also, in Guffey, you’ll find heading level
examples on page 365, Figure 12.6. Pay attention to the spacing
between lines – two above and one below. Become a master of
using headings.
Fourth-level subheader. Additions subheader levels exist, but
the first three represent the extent to which you will lay out

your ideas. If you label headers/subheaders correctly, an
executive can skim the introduction, read the
headers/subheaders, and read to the Conclusion &
Recommendation section, understanding the essence of your
memo. Good memo design and writing will enable a decision
maker to get quickly to your message.
Tables, Graphs, & Figures
Using tables, graphs, figures, etc., in a report helps present
important message. You can use design features in MSWord
(cited below), or you can use Excel and copy and paste what
you created into an MSWord document. Or, you can copy and
paste a table, figure, etc., into the document, especially when
you write your business plan later in the semester. Always label
(Table 1) and title (TITLE IN CAPS) a table, figure, etc., as
shown below for a table.
When writing memos and reports with numbers of any kind, use
the table feature in MSWord. If you try to lay out information
using the Tab key, your material may not transfer correctly
when you email it and another person opens it in either
MSWord (previous versions) or another program, e.g., MAC.
Tables help “control” the information when emailed/electronic
transfer and opened in another program.
You use tables to summarize items that you want the reader to
skim. Don’t turn the table or any of its boxes into a series of
paragraphs. Use paragraphs to talk about content that needs
stated, and use a table to summarize in one line short bullets
you want the reader to remember and find quickly. Bullets are a
thought you express, not a complete sentence – this applies to
bullets used in PowerPoint slides. Again, tables provide
summarized information the reader skims. The subheader below,
I moved to the top of the next page by pressing the Enter key so

the subheader (or header) stays with the paragraph.
Table Feature
To use the table tool, at the Insert tab at the top, look for the
Table figure right below the word “Insert”. Place the cursor on
it and left click to select the number of rows and columns, and
click on any red outlined boxes to insert in the memo. After
placing the table in the MSWord document, you can use other
features, which I highlight in Table 1. Center (Ctrl + E) the
table label, table title in CAPS, and the table itself. In Table 1,
you will see the design of all three features (This sentence
shows you how to ALWAYS introduce a table, figure, etc.).
Table 1
DIRECTIONS FOR MAKING A TABLE IN MS WORD
Right Click and Merge Cells. Make this top header black by
right clicking and going to Borders and Shading. Select the
Shading tab, and make this 100% black. Lettering turns white
and bold.
Insert info here
Insert info here
Insert info here
Insert info here
Insert info here
Insert info here
Other features can enhance your table by using Borders and
Shading by right clicking on a cell, row, or column, and

selecting Borders and Shading by left clicking on it. A box pops
up, and select one of the three tabs at the top. Also, place the
cursor in a cell or a highlighted row or column, and go to Cell
Alignment to center, justify, etc., the wording and presentation
of your material. Makes for slick-looking documents. An
additional document, “Paragraph, Tab Settings, & Initial Memo
Info for Word,” provides formatting and table design directions.
Conclusion and Recommendation
This memo summarized key writing points to make your memos
and business reports look more professional. Pay attention to
the overall look, and use the features in MSWord to enhance
your documents. Learn the key design features, and use them in
the managerial communication course, MGMT 3200. Headers,
proper use of tables, figures, graphs, shading, cell alignment,
etc., will help the reader better understand your message. In the
first paragraph for this section, you summarize the key points
you discussed in the memo before moving to the
recommendation paragraph. Note, keep this section to two
paragraphs – the first one contains the conclusion and the
second one contains the recommendation(s).
To incorporate key features of MSWord into your written
messages, I recommend you pick one feature to master with
each written assignment. Select one, i.e., Tables, and use it to
present information, typically in the listening memo assignment
where you want to highlight good and bad listening habits. With
the next communication assignment, pick another feature to use
so you build, by repetition, your skills for crafting an engaging
and exciting-to-read written document.
Page 1 of 3

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