Republic of the Philippines

Laguna State Polytechnic University

ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

LSPU Self-Paced Learning Module (SLM)

Course Bachelor of Science in Office Administration
Sem/AY First Semester/2023-2024
Module No. 5
Lesson Title Paragraph and Page Formats with Proofreading Skills.
Week
11-14
Duration
Date November 2023
Lessons will focus on the minutes of the meeting and formatting and editing features of
Description Microsoft Word
of the
Lesson

Learning Outcomes
Intended Students should be able to meet the following intended learning outcomes:
Learning
Outcomes  Acquire skills and understand how tracking, reviewing, and comments work in
finalizing the document before sending it.
 Identify the commands under these functions.
 Able to format the minutes of the meeting.

Targets/ At the end of the lesson, students should be able to:

Objectives  Able to use the Comments, Tracking, and Changes under the Review Tab.
 To edit final revisions of a document.
 Produce minutes of the meeting in a standard and accepted format.

Student Learning Strategies

Online Activities A. Online Discussion via Google Meet

(Synchronous/ You will be directed to attend in 1-hour class discussion on the
Paragraph and Page Formats with Proofreading Skills.
Asynchronous)
. To have access to the Online Discussion, refer to this link:
https://meet.google.com/nkf-ivcz-prz

The online discussion will happen every Saturday from 2:00-3:00PM.

(For further instructions, refer to your Google Classroom and see the
schedule of activities for this module)

B. Learning Guide Questions:

1. What are the elements of a minutes?
2. What are the components of the minutes’ heading?
3. What Minutes of the meeting is?
4. What are the useful commands in Comments, Tracking, and Changes
under Home Tab?
5. How useful are these in finalizing the document?

Note: The insight that you will post on an online discussion forum using the Learning
Management System (LMS) will receive additional scores in-class participation.
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

Minutes of the Meeting

Also known as
protocol or note, minutes
are the live written record
of a meeting. They include
the list of attendees, issues
raised, related responses,
and final decisions taken to
address the issues. Their
purpose is to record what
actions have been assigned
to whom, along with the
achievements and the
deadlines.
Meeting minutes are the detailed notes that serve as an official written
record of a meeting or conference. The person in charge of the gathering
usually asks one of the participants to tend to this task. One day, that someone
could be you. While it's not a difficult job, taking minutes is an important one.
Since meeting minutes are an official record of what transpired, accuracy is
crucial. You will have to take thorough meeting notes that people must be able
to refer to later if necessary.
WRITING NOTES
The rough notes provide the backbone of your minutes and need to be a true
description of discussions that took place. Your notes need to be clear and
informative enough for you to make sense of them when you come to write
Offline Activities them up.
(e-Learning/Self-
Paced)
-Have your list of attendees ready to pass round with non-attendees already
marked up.
-In all subsequent pages divide the page so you have a narrow column on the
right-hand side for recording who is responsible or accountable for the action.
-Leave a few lines between each item, so you have room to add other points if
the discussion comes back to a particular item later in the meeting.
-Underline or highlight decisions on who has to agree to do what and by when.

The most important thing is to write the minutes up on time. You should
allocate some time either immediately after the meeting or the next day to
perform this task. Others are relying on you to send these minutes out and
they will act as a reminder for those who have actions that need to be
completed before the next meeting.
HOW TO TAKE MEETING MINUTES
There are two crucial skills you require to ensure that your minute taking is an
accurate reflection of what took place during a meeting. These are the ability
to listen and to take clear and concise notes.
*Clear and concise notes
*Ability to listen
SOLUTIONS TO POTENTIAL PROBLEMS
For the person taking the minutes all meetings present the same basic
problems. They can be summarized as:
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

-Deciphering what is an important fact from all the noise.

-Difficulty in contributing to the meeting.
-The need to be forewarned or aware of potential issues or problems that could
arise during the meeting.

Minutes are not a transcript of the discussions that took place at a meeting;
they are a summation of the key and important facts that need to be
communicated to all necessary parties. But as with any group discussion, the
conversation does not follow a simple path and it is difficult to know exactly
what has been agreed.
Many participants do not stick to the main point of discussion. They will
introduce issues of their own that they feel should also be talked about, thereby
distracting the focus of the meeting away from the main discussion point.
Many of the solutions to these types of distractions are outside remit, as
controlling the meeting is the responsibility of the Chair. This is why as minute
taker your relationship with the Chair is extremely important. If a meeting is
well run it makes taking minutes much easier.
1st. Minimizing Disruptions
2nd. The Chair does not Tolerate Speakers being interrupted.
3rd. Participants indicate to the Chair when they want to make a decision
4th. Adhere to a timed agenda
5th. Each key decision is summarized by the Chair to gain a consensus.
It is the Chair’s job to keep the meeting in order—but can only do this if the
rules governing behavior in the meeting are clearly stated and the Chair gains
the cooperation of everyone at the meeting. Discussing and agreeing on some
guidelines between you will help run your meetings effectively and allow key
facts to be minuted.

KEY POINTS
The main things to remember when you are taking minutes are:
1. Actively listen to the discussion.
2. Don’t try to write everything down.
3. Concentrate on writing down what has been decided and who is
responsible for getting it done.
4. Give each item a separate heading.
5. Write your rough notes up as soon as possible after the meeting.

MEETING MINUTES CHECKLIST

When you have written up your minutes you can check that they are complete
by asking the following questions:
1. When and where was the meeting?
2. Who attended?
3. Who did not attend?
4. What topics were discussed?
5. What was decided?
6. What actions were agreed upon?
7. Who is to complete the actions, and by when?
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

8. Were materials distributed at the meeting? If so, are copies or a link

available?
9. Is there anything special the reader of the minutes should know or do?
10. Is a follow-up meeting scheduled? If so, when (date and time), and
where?

Persons involved
Chairman /Chairperson/Chair
It is the highest level officer of an organized group such as a board, a
committee, or a deliberative assembly. The person holding the office is
typically elected or appointed by the members of the group.
Minute Taker
It is the attendee at meeting whose role is to record the minutes of the meeting.
The note taker may be a formal, professional note taker.
Guest
Person who is not part nor employee of the organization, but maybe a partner
in a project-based work.

Before the Meeting

 Choose your recording tool. Will you go old school and use a pen and
paper or will you go high-tech and use a laptop computer, tablet, or
smartphone? Check with your boss to see if they prefer that you use a
particular method.
 Make sure your tool of choice is in working order, and have a backup
just in case your original one fails. If you bring a laptop, for instance,
have a pen and paper handy as well. You don't want to have to stop the
meeting while you search for something to write on if your computer
crashes.
 Read the meeting agenda before the meeting starts. It will allow you to
formulate an outline for your minutes. Leave some space below each
item on it and write your notes there. Doing this will make your job a
little easier, as long as the person running the meeting sticks to the
agenda.

During the Meeting

 Pass around an attendance sheet and make sure everyone signs in. You
will need to include a list of all attendees in the official meeting minutes.
 Make sure you know who everyone is. That way you will be able to
identify who is speaking and correctly record that information.
 Note the time the meeting begins.
 Don't try to write down every single comment. It is okay to include only
the main ideas. Be very careful not to leave out items with which you
disagree. Your biases shouldn't influence you. Remember this is an
official account, not your opinion of what happened.
 Write down all motions, who made them, and the results of votes, if any;
you don't need to write down who seconded a motion. Of course, the
rules of your organization may differ so verify those with your boss first.
 If votes on any motions or discussions are deferred until the next
meeting, make a note of that.
 Record the ending time of the meeting.

After the Meeting

 Type up the minutes as soon as possible after the meeting while

everything is still fresh in your mind. If you find an error in your
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

meeting notes or you have a question, you can clear it up quickly by

talking to other attendees.
 On the final copy of the minutes, Include the name of the organization,
title of the committee, type of meeting (daily, weekly, monthly, annual,
or special), and its purpose.
 Give the times it began and ended.
 Provide the list of attendees and a note about who ran the meeting.
Include your name on the list of participants and, in parentheses after
your name, say that you took the minutes. Alternatively, at the end of
the document, you can sign off by writing "Respectively submitted by,"
followed by your name.
 Proofread the minutes before you submit them. Ask someone else who
attended to look them over as well. They will be able to let you know if
you accidentally left something out.
 Submit them to the person who ran the meeting unless instructed to do
otherwise.
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

USING TRACKING AND REVIEWING FEATURES IN MICROSOFT WORD

Understanding Track Changes

When you turn on Track Changes, every change you make to the document
will appear as a colored markup. If you delete text, it won't disappear—
instead, the text will be crossed out. If you add text, it will be underlined. This
allows you to see edits before making the changes permanent.

To turn on Track Changes:

1. From the Review tab, click the Track Changes command.

2. Track Changes will be turned on. From this point on, any changes you
make to the document will appear as colored markups.

Reviewing Changes

Tracked changes are really just suggested changes. To become permanent, they
must be accepted. On the other hand, the original author may disagree with
some of the tracked changes and choose to reject them.

To accept or reject changes:

1. Select the change you want to accept or reject.

2. From the Review tab, click the Accept or Reject command.

 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

3. The markup will disappear, and Word will automatically

jump to the next change. You can continue accepting or
rejecting each change until you have reviewed all of them.

4. When you're finished, click the Track Changes command to turn off Track
Changes.

To accept all changes at once, click the Accept drop-down arrow, then
select Accept All. If you no longer want to track your changes, you can
select Accept All and Stop Tracking.

Track Changes viewing options

If you have a lot of tracked changes, they may become distracting if you're
trying to read through a document. Fortunately, Word provides a few ways to
customize how tracked changes appear:

 Simple Markup: This shows the final version without

inline markups. Red markers will appear in the left
margin to indicate where a change has been made.
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

 All Markup: This shows the final version with inline

markups.

 No Markup: This shows the final version and hides all

markups.

 Original: This shows the original version and hides all

markups.

To hide tracked changes:

1. From the Review tab, click the Display for
Review command. The Display for Review command is
located to the right of the Track Changes command.
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

2. Select the desired option from the drop-down menu. In

our example, we'll select No Markup to preview the final
version of the document before accepting the changes.

You can also click the marker in the left margin to switch between Simple
Markup and All Markup.

Remember that hiding Track Changes is not the same as reviewing changes.
You will still need to accept or reject the changes before sending out the final
version of your document.

COMMENTS

Comments are a useful tool when editing in Word, especially if more than
one person is working on a document. There are several settings you will
want to adjust to make Comments work well for you. The following
articles discuss how to edit and view comments in Word to achieve
communication concerning specific pieces of a document.

Insert Comments

1. First, highlight over or place your cursor on the text or location you
would like your comment to refer to.

2. Select the "Insert" tab form the ribbon menu, and

select "Comment."

 Alternatively, you can right-click the location you've selected and

select "Insert Comment."
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

Replying to a Comment

1. Right click the comment you'd like to reply to and select "Reply to
Comment" from the menu.

 Alternatively, you can select the button in the upper right corner
of the comment and type your comment in the line that appears.

2. Your reply will display below the comment in an indented

fashion.
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

Deleting a Comment

1. Select the comment you would like to delete, right click, and
select "Delete Comment" from the menu.

1. To show all comments on a document, select the "Review" tab and

click "Show Comments."
 To hide them, select this button again.

2. To show/expand only one comment, click the word bubble icon that
appears to the right of your document.
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

Printing with Comments

1. In order to print a document with comments included, select
the "File" tab and select "Print" with the "Show Comments" button
selected as described above.

2. In the preview, you should see the comments to the right, as shown
above.

https://it.nmu.edu/docs/comment-feature-microsoft-word#:~:text=Comments%20can
%20be%20added%20to,want%20to%20edit%20your%20paper.

https://wordribbon.tips.net/C0737_Comments.html
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

Performance Tasks

PT 1. For your own opinion, what are the importance of acquiring knowledge in proofreading marks
as a student and as a future office worker?

STUDENT OFFICE WORKER

1. 1.

2. 2.

3. 3.

PT 2. Edit and Format

Direction: Please follow the instruction listed below and make the right corrections as you instructed.

1. In a new document, tap ENTER three times; apply double-spacing; apply Wide margins.
2. Key the title YOU ARE WHAT YOU EAT, and apply Arial 14-point bold font, and center-align. Use
Times New Roman 12-point font and left alignment for the remainder of the document.
3. Key the document, making all edits indicated by the proofreaders’ marks.
4. Right-align your name on the line below the last line.
5. Proofread; use Spelling and Grammar; correct all errors. (31-d1).
6. Continue to the next document

Understanding Directed Assess

Rubric for Typing Test from Engaging Activities and Performance Test (online)

 Every right correct answer earns a point.

 Example:
Total items: 50
Score: 30

Computation: 30/50*50+50 = 80
(80 will be marked on his or her EA and PT
 Republic of the Philippines
Laguna State Polytechnic University
ISO 9001:2015 Certified
Province of Laguna
Level I Institutionally Accredited

Learning Resources
Electronic Book
VanHuss, Susie H., Forde, Connie M., and Woo, Donna L. (2010). Keyboard and Word Processing Microsoft
Word 2010. 18th ed. South- Western Cengage Learning. ISBN-13: 978-0-538-49538-7
http://dl.booktolearn.com/ebooks2/computer/office/9780538495387_keyboarding_and_word_processing_e
ssentials_2653.pdf

Website
Jyorichauhan (2018, July 19). Importance of Proofreading. Retrieved from
https://blog.ipleaders.in/importance-proofreading/#:~:text=To%20be%20simply%20put%2C
%20Proofreading,Spelling%20error

Salt Lake Community College. (n.d.). Retrieved from https://slcc.service-now.com/help/kb_view.do?

sysparm_article=KB0010676

Building Proofreading Skills (1999) Proofreading and Editing Symbols https://www.edu.uwo.ca/graduate-

education/lead_ta/legacy_project_2014/documents/proofreading_and_editing.pdf

. IT Services. Comments. Retrieved from: https://it.nmu.edu/docs/comment-feature-microsoft-

word#:~:text=Comments%20can%20be%20added%20to,want%20to%20edit%20your%20paper.

https://wordribbon.tips.net/C0737_Comments.html

GCF Learningfree. Word 2016 Word Track and Changes. Retrieved from:
https://edu.gcfglobal.org/en/word2016/track-changes-and-comments/1/

Microsoft. Insert, Delete, or Change a Comment. Retrieved from

https://support.microsoft.com/en-us/office/insert-delete-or-change-a-comment-5cb1af25-4dfe-4484-9713-
2c80391ecf12#:~:text=Upgrade%20to%20Microsoft%20365%20to,and%20continue%20to%20receive
%20support.&text=Use%20comments%20in%20your%20document,track%20issues%20for%20follow%2Dup.

Blog
Ilene Strizver.(n.d.). The Ins and Outs of Bullets. Retrieved from
https://creativepro.com/typetalk-the-ins-and-outs-of-bullets/

PDF
Copy Editing and Proofreading Symbolshttps://biostatmatt.com/uploads/ProofreadSymbols.pdf