Parts of Business Letters

A business letter is more formal than a personal letter. It should have a margin of
at least one inch on all four edges. It is always written on 8½"x11" (or metric
equivalent) unlined stationery. There are six parts to a business letter.

1. The Heading. This contains the return address (usually two or three lines) with
the date on the last line.

Sometimes it may be necessary to include a line after the address and before the
date for a phone number, fax number, E-mail address, or something similar.

Often a line is skipped between the address and date. That should always be done
if the heading is next to the left margin.

It is not necessary to type the return address if you are using stationery with the
return address already imprinted. Always include the date.

2. The Inside Address. This is the address you are sending your letter to. Make it
as complete as possible. Include titles and names if you know them.

This is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit in a
standard 9" business envelope, the inside address can appear through the window
in the envelope.

An inside address also helps the recipient route the letter properly and can help
should the envelope be damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the
inside address before the greeting.

3. The Greeting. Also called the salutation. The greeting in a business letter is
always formal. It normally begins with the word "Dear" and always includes the
person's last name.

It normally has a title. Use a first name only if the title is unclear--for example, you
are writing to someone named "Leslie," but do not know whether the person is
male or female. For more on the form of titles.

The greeting in a business letter always ends in a colon. (You know you are in
trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a
colon--it is not going to be friendly.)
4. The Body. The body is written as text. A business letter is never hand written.
Depending on the letter style you choose, paragraphs may be indented. Regardless
of format, skip a line between paragraphs.

Skip a line between the greeting and the body. Skip a line between the body and
the close.

5. The Complimentary Close. This short, polite closing ends with a comma. It is
either at the left margin or its left edge is in the center, depending on the Business
Letter Style that you use. It begins at the same column the heading does.

The block style is becoming more widely used because there is no indenting to
bother with in the whole letter.

6. The Signature Line. Skip two lines (unless you have unusually wide or narrow
lines) and type out the name to be signed. This customarily includes a middle
initial, but does not have to. Women may indicate how they wish to be addressed
by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate. The term
"By direction" in the second line means that a superior is authorizing the signer.

The signature should start directly above the first letter of the signature line in the
space between the close and the signature line. Use blue or black ink.

Business letters should not contain postscripts.

Check spelling and grammar in Office

 All Microsoft Office programs can check spelling, and most can check
grammar.

If you find that spelling or grammar checking isn't working as you'd expect
see The spelling and grammar checker isn't working as expected. If you'd
like to check spelling or grammar in a language other than your default
language see Check spelling and grammar in a different language.

Run the spelling and grammar checker manually

To start a check of the spelling and grammar in your file just press F7 or
follow these steps:

1. Open most Office programs, click the Review tab on the ribbon. In Access
or InfoPath you can skip this step. In Project you'll go to the Project tab.
2. Click Spelling or Spelling & Grammar.

3. If the program finds spelling mistakes, a dialog box appears with the first
misspelled word found by the spelling checker.
4. After you decide how to resolve the misspelling (ignoring it, adding it to
the program’s dictionary, or changing it), the program moves to the next
misspelled word.

Most Office programs automatically check for potential spelling and

grammatical errors as you type, so you don't need to do anything to show
errors while you work.
Notes:
 Automatic spelling and grammar checking is not available in Access, Excel, or Project. You can
manually start a spell check by pressing F7.

 Automatic grammar checking is available only in Outlook, Word, and PowerPoint 2013 (or
newer).

Office marks potential spelling errors with a red squiggly

line:

Potential grammatical errors are marked with a blue squiggly line:

If spelling or grammatical errors aren't marked, automatic checking might

be turned off. You can turn on the automatic spelling and grammar
checker.

When you see a spelling or grammatical error that you want assistance
fixing, right-click on the underlined word or phrase and choose one of the
options to fix the error.

If Office is flagging words as misspelled but you have it spelled the way you
want it, select Add to Dictionary to teach Office not to flag that word as
misspelled in the future. For more information on this see: Add or edit
words in a spell check dictionary.

Turn the automatic spelling and grammar checker on or off

If you don't want Office to mark potential errors with squiggly lines while
you are working, you can turn automatic spelling and grammar checking
off:

1. Open the spelling and grammar options:

o In OneNote, PowerPoint, Publisher, Visio, and Word: On the File menu,

click Options, and then click Proofing.

o In InfoPath: On the Home tab, click the arrow next to or under Spelling,
and then click Spelling Options.
o In Outlook: On the File menu, click Options, and click Mail, and then
click Spelling and Autocorrect.

2. Select or clear the Check spelling as you type check box. In programs that
have automatic grammar checking, you may also select or clear the Mark
grammar errors as you type check box.

Note: In Word, you can turn the spelling checker on or off for the document you're working with
or for all new documents. Select an option in the Exceptions for list, and then select or clear
the Hide spelling errors in this document only and Hide grammar errors in this document
only check boxes.

Turn grammar checking off entirely

If you don't want Office to check grammar at all (either when running a
spell check or automatically as you type), you can turn it off:

1. Open the spelling and grammar options:

o In OneNote, PowerPoint, Publisher, Visio, and Word: On the File menu,

click Options, and then click Proofing.

o In InfoPath: On the Home tab, click the arrow next to or under Spelling,
and then click Spelling Options.

o In Outlook: On the File menu, click Options, and click Mail, and then
click Spelling and Autocorrect.

2. Clear the Mark grammar errors as you type and Check grammar with
spelling check boxes.
 Note: Not every Office program will have both of these options.

Recheck spelling and grammar that you previously ignored

In Word, Outlook, PowerPoint 2013 (or newer), you can force a recheck of
the words and grammar that you previously skipped by doing the
following:

1. Open the document or item that you want to check.

2. On the File menu, click Options > Proofing> Recheck Document. In

Outlook you'll find this under File > Options > Mail > Spelling and
Autocorrect

3. Click Yes when you see the warning message about resetting the spelling
and grammar checker.

4. Click OK in the dialog box to get back to the document, and then run the
spelling and grammar checker again.

25 Expert Tips for Proof

Reading
I've always enjoyed reading. But, to be perfectly honest, I didn't used to
read as much as I should have. Besides being a great way to escape and
unwind, reading increases your knowledge, focus, and worldview as a
business owner.

It also gives you something interesting to talk about when you're

networking. In short, reading is beneficial in both your personal and
professional lives.

But, that's not the concern. The biggest problem is actually finding time to
read more books. I was able to accomplish this by using the following 25
tricks.

1. Don't make towering reading goals.

If you're not a voracious reader then don't commit yourself to reading more
books than you can handle. In other words, don't set lofty goals goals that
you probably can't achieve.

Start by setting a reading goal that is easily attainable - such as reading

just one book per month or 20 pages a day. If you're already breezing
through a book a month then jump up to two. When you're not over-
committing, you'll find that the reading experience is less stressful and
more enjoyable. I've found a really interesting thing. If your reading is not
stressful, you will be able to concentrate and read really fast.

2. Keep your goals to yourself

Now that you have set a reading goal make sure that you keep it to
yourself. A 2009 study found that students who wrote down the activities
that it would take for them to become psychologists were less likely to
succeed. And they were only sharing those activities and goals with the
experimenter. Who do you share your goals with?

The control group who did not share these goals with the experimenter
actually spent more time pursuing those activities.
The reason? Whenever a goal is shared there's less motivation for you to
work hard in achieving that intended goal. So if you want to read two books
per month keep that goal to yourself.

3. Quit early.

I'm sure you've been halfway through a book and asked yourself, "Why am
I reading this?" Don't worry. It happens to the best of us. But instead of
trying to power through a book that you're not enjoying or finding useful you
should just put it down and start reading something else.

Gretchen Rubin, author of bestselling book The Happiness Project has

found that the "winners don't quit" mentality isn't an effective mentality
when it comes to reading. Rubin explains that quitting early gives you
"More time for reading good books! Less time reading books out of a sense
of obligation."

4. Read books that you actually enjoy.

This piggybacks on the previous point. But when you read books that you
actually want to read, you'll find it more difficult to put it down. For example,
I'm a big Stephen King fan. Is reading the Dark Tower series going to make
me a better entrepreneur or father? No. But, I enjoy reading and become
so immersed that I have to keep reading.

Wait a minute. Who can actually judge whether reading the Dark
Tower series helps me or not. Maybe it does make me a better
entrepreneur. Stay tuned for later comments about that.

At the same time, I also mix it-up -- not just Stevie-boy King for me. I will
read biographies or books focused on leadership. Even though they may
help me professionally, I still enjoy reading them.

5. Always have a book on-hand.

You will always have an opportunity to read. You'll read on your morning
commute (well, iBook if you are driving). There is time when waiting at the
doctor's office, or wasting a couple of minutes before a meeting or
conference call.

I find I can bear the line at the grocery store much better with a book, while
the guy at checkout looks for his card. Instead of letting this time go
unused, pick-up a book and start reading.

The only way you can take advantage of short minutes is if you have a
book on hand. That's why I always carry a book with me. And, thanks to
gadgets like Kindle, this is even more convenient.

6. Borrow reading time from something less important.

I got it. The thought of reading for two or three hours a day may seem like a
serious time commitment But if you borrow time from something else you'll
realize that it's really pretty easy to devote more time to reading.

For example, do you know that the average American spends five hours
every day watching TV? If you fall into that category, then reduce your TV
watching to two hours per day and spend the other three hours reading. Try
reading first, then TV, the other way around doesn't work quite as well.

7. Partake in reading challenges.

This is an excellent way to encourage you to read more books because it's
fun and interactive. For example, Goodreads has an annual challenge
reading that gamifies your reading goal. You can also discover new books
to read by seeing what your friends have read.

You can find a list of reading challenges compiled by Book Riot.

8. Create a distraction-free reading environment.

Some distractions you can't avoid, like when your Amazon Prime delivery
gets dropped off and your dog goes nuts. But there are plenty of other
distractions that you do have control over.

Start by reading in a room that is quiet and doesn't have temptations like a
TV. You could also turn your phone on silent or airplane mood for a certain
amount of time.

9. Stock up.
Instead of dropping $200 or $300 on clothes or junk that you don't really
need when you have some extra cash, build-up an inventory of books.

It may sound ridiculous at first, but it's one of the best motivations to read
more because once you finish a book you can view your inventory and
decide what to read next.

10. Use technology to your advantage.

Personally, I love physical books. Nothing beats the smell and texture of an
actual book in your hands. And studies have found that reading print leads
to better comprehension and retention compared to computer screens.

But, sometimes carrying a book around isn't easy or convenient. Today you
can read a book on your iPad or Kindle while traveling. Even listening to an
audiobook through Audible or iBook, whatever, while working out.

In short, using technology gives you more opportunities to digest even

more books throughout the year.

11. Change your mindset.

"The key to reading lots of book begins with stop thinking of it as some
activity that you do," writes Media strategist and author Ryan Holiday.
"Reading must become as natural as eating and breathing to you. It's not
something you do because you feel like it, but because it's a reflex, a
default."

12. Skim.
This applies more to reading newspapers, magazines, or online content,
but when it comes to reading for leisure don't be afraid to skim books. It
helps you get through the book faster so that you can move on to the next
one.

13. Read multiple books.

This strategy may not work for everyone, but I have several different books
in different locations. Locations include in my bedroom, another downstairs
on my iPad, and another on my phone for when I'm driving. I always have a
book on-hand.

Having a variety of books to read at once is challenging and keeps me from

getting bored. It also helps to mix up the multiple books that you're reading.
It might be a Stephen King novel, but also a biography on an entrepreneur
like Elon Musk.

14. Keep your eyes open.

I'm always on the lookout for new books to read. The bookstore always has
suggestions, browsing best seller lists online. I usually find the best reads
while looking for suggestions from blog posts or friends.

When I come across a new book that looks interesting I write it down either
in my notebook or on Evernote so that I won't forget about it.

15. Commit to reading when traveling or before bed.

Traveling is the best time to read. Think about all the free time that you
have while waiting to catch your flight and while you're in-air. You may
actually be able to finish an entire book while traveling. Note: make sure to
download the full book before you leave. Besides, you don't have to worry
about turning off your device or paying for Wifi.

When you don't travel, make it a point to read right before you go to bed.
Use this choice as opposed to watching TV or browsing your social
channels. Not only will you read more, you'll also sleep better.

16. Eliminate decision fatigue.

Yes. Decision fatigue is an actual thing that can prevent you from being
productive and adopting habits like reading.

Instead of aimlessly searching for thousands and thousands of new book

releases, search for curated lists. Entrepreneurs like Bill Gates and Mark
Zuckerberg put out pretty good reading lists. Any list helps to eliminate
decision fatigue and gives you more reading time.

17. Settle down.

When you're mind is preoccupied and racing-a-mile-a-minute it's
challenging to sit down and actually enjoy a book. After all, you have
deadlines to meet, clients to invoice, or dishes to clean. I try to complete
these nagging tasks prior to reading so that they're not bothering me. I've
also found that exercising and meditating definitely help put my mind at
ease.

18. Share what you read.

Remember, don't share your reading goals. But definitely share the books
that you've read. It becomes a part of the entire reading process since I'm
passing along the information or insights that I've just read. As an added
perk, I get new recommendations from people. Someone will say, "Well if
you liked that, then you should check out this book next."

19. Have your next book on stand-by.

Throughout this article I've shared some tips on building an inventory of
future books in order to eliminate decision fatigue. But, you're probably still
left with of dozens of books to choose from.

Whenever I'm about to finish a book I take a couple of minutes and select
the next book to read. I then jump from one book into another immediately.

20. Set a dedicated reading time.

This helps make reading a habit. For me, I always set aside 20-30 minutes
in the morning before everyone wakes-up. This prevents distractions. The
20-30 minutes before I go to bed are my most favorite moments.

I read more throughout the day, but since some days are more hectic than
others, that's not always guaranteed. Having dedicated reading times at
least ensures that I'm reading around at least an hour every day.

21. Buy books that are on sale.

If you're on a budget, or are frugal, then check out books that are on sale. I
used to this when I would visit bookstores. I would walk in with the intention
of buying a specific book. Then I'd leave with a stack of books that piqued
my interest because they were on sale.

Now you can easily browse used books or sale items on Amazon. It's a
cost-effective way to build a little library of your own.

Did you also know that you can get books for free too? Besides your public
library, you can snag some free books by entering giveaways. Check
Goodreads, swap books on Paperback Swap, and browse a public domain
of ebooks and audiobook on Project Gutenberg.

22. Join a book club.

Joining a book club is another way to motivate you into reading more. You'll
get top notch recommendations and a community to discuss and share
your thoughts. I've found some of my best reads with book clubs. It forces
me to consider titles I would never read in a hundred years. Some of these
have ended up being a fav.

You can Google for book clubs that are near you. Digital book clubs work
pretty well. Check out, Oprah's Book Club 2.0, Wired Book Club, Our
Shared Shelf, Andrew Luck Book Club, Read with Entrepreneurs, or the
Money Book Club.

23. Hijack your Facebook habit.

"Bad habits are hard to break. But, you can hijack your habits to turn those
bad habits into good ones" writes Design for Hackers author David Kadavy.
"Habits begin with a Trigger, which then leads to an Action, which then
leads to a Reward. Over time, you build your Investment. The cycle
repeats."

In this case, you can replace your bad Facebook habit and turn it into a
good reading habit, in the words of Kadavy try these:

1. Reduce friction. For this particular habit, there's something that blocks
you from enjoying books the way you read Facebook. Opening a book feels
like a big commitment. You can talk yourself out of it if you only have a few
minutes to spare. So, you need to give yourself permission to read tiny
chunks of books.

2. Hijack your Trigger. Every time you feel your Facebook Trigger, instead
of reaching for your mobile device, grab a book. It's best if it's a physical
book at first, because a mobile device is too tempting. If you have to use a
mobile, rearrange your icons so Facebook is hidden, and Kindle is
prominent.

3. Replace your Action. Now, read the book! To start, just pick a page in
the book and start reading. Remember, you have to eliminate any friction
that makes you think a book is too big of an investment.

Daily Rituals is a good book to start with, because it has lots of small
sections. Dangerous Liaisons, if you prefer fiction.

24. Read in sprints.

There are some days when my attention isn't the best. When I have one of
those days I set a timer for 20-minutes and then read in 20-minute sprints.
Reading in a 20-minute sprint prevents my mind from wandering and is
short-enough that I won't get burnt out.
 25. Take notes, read aloud, or mouth along.
This may annoy others in a public setting, but these hacks can help you
better understand the author's message. Speaking aloud develops new
conclusions, and increases everything from concentration, focus, and
retention.

Whether you jot down notes in the book margins, or on a Post-it and mouth
along while on the plane, don't be embarrassed. This is still going to
improve your literacy skills, which in turn will make you a lean, mean
reading machine.

Indexing Policies & Procedures

Introduction to indexing
 Coverage: What to index, what not to index
 Ten elements/fields: Submitting indexing using the online form includes ten
elements/fields, all on one page: Title, URL, Pages, Journal, Issue, Publication Type, Peer
Review (Yes or No), Notes (Abstract), Manage Authors, Manage Subjects
 Required fields: The form is designed so that indexing may not proceed without required
fields being completed. Not all fields are required; the document you are indexing may not
have a URL, for example.
 Caution: A Please check your data before you submit window pops up when you
click Submit.
 Notification: We ask that you notify the ICL Editors after you have submitted indexing; the
form contains this sentence: Please notify the ICL Editors about new indexing [e-
mail] chiroindex@gmail.com.

Parts of the online indexing form

Title | URL | Pages | Journal | Issue | Publication Type | Peer Review | Notes
(Abstract) | Manage Authors | Manage Subjects | Age Groups
 Coverage
 What to index: articles, editorials, letters (unless too short or general), book reviews,
obituaries, meeting proceedings, errata, college news and announcements ( if they are of
lasting value, e.g. a new college president)
 What not to index: college news and announcements ( if they are not of lasting value, e.g.
homecoming events), routine news and announcements, digests of news published
elsewhere, letters that are too short or general, abstracts of individual papers published
elsewhere, instructions for authors
 Need help? E-mail the ICL Editors at chiroindex@gmail.com.
See also Inclusion Policies for the Index to Chiropractic Literature [currently under
revision]

Title
 Procedure: Take the titles directly from articles in the body of the journals, not from the
tables of contents. Include initial articles and all other parts of the title, as they appear in the
printed journal. Capitalize the first word of the title and only proper nouns thereafter.
Capitalize the first word of subtitles.
Examples: A guide to the evaluation of permanent impairment: Case studies [case report]
The American Chiropractic Association’s position on the definition of subluxation [editorial]
 Series: If the article is one part of a multi-part series, enter the title and put the part number
(if known) in square brackets at the end of the title.
Example: Spinal manipulation [Part 2 of 4]
 Publication types: Include publication types after titles, in square brackets. Examples:
[case report]; [editorial]; [letter]
Note: If the article title ends by naming a publication type that exactly matches the ICL
publication type, do not include the publication type in square brackets. Examples: A
systematic review; A case report; A randomized controlled trial.
 Italics: The title field is not a rich editor, so changes such as italics must be made using
code.
Example: In this ICL record, JCCA appears in the title. But it must be coded as <i>JCCA</i>
for the italics to appear.

URL
 Links to full text: Include links to abstracts and/or full text where publicly available. Do not
use links to institutional or personal subscription sites, or to current issues unless they are
“permanent” links.
 Open Access: Always prefer Open Access links such as those in PubMed Central. If
articles are free online, include the subject heading Open Access Document.
 DOIs (Digital Object Identifiers); Use where available (if there are no PubMed links). To
create a DOI link, add the DOI number as it appears in the journal to this base
link: http://dx.doi.org
Example: In this ICL record, the DOI URL
is: http://dx.doi.org/doi:10.1016/j.clch.2009.04.002, which leads to a list of publishers for the
journal.
 Need help? For assistance in creating links see The Digital Object Identifier System or e-
mail the ICL Editors at chiroindex@gmail.com

Pages
 Enter page numbers as follows: 63-67 or 18, 20-21
 Online only articles: Online access only 9 p
 If the document is online but has page numbers, then include them: Online access only p 4-
9

Journal
New journals are added by the ICL Editors. To suggest a journal for indexing in ICL,
contact the ICL Editors at mailto:chiroindex@gmail.com

Issue
 New issue: Click Create New Issue and complete the fields for volume, number,
month/quarter and year.
 Months: Use the following abbreviations:
Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec
2016 change: If there are multiple years or months, separate these with a hyphen, not a
dash.
Example: Nov-Dec rather than Nov/Dec; 2002-2003 (NLM, Box 31) [The ICL database has
been edited to reflect these changes.]
 Seasons: 2016 change: Do not abbreviate names of seasons, and separate multiple
seasons with a hyphen. (NLM, Box 33)
Examples: Spring, Summer, Fall, Autumn, Winter; Spring-Summer rather than Spr/Sum
 Year: Enter the four digit year.
Note: Source of 2016 changes: We have adapted the style for months and quarters
from: Citing Medicine: Date of Publication for Journal Articles (Box 31, Box 33)

Publication Type
A document’s publication type is indicated in two places in ICL records:

 In the Title field: Include the publication type in the title, in square brackets
(see immediately below for a list of peer reviewed and non peer reviewed publication
types). See Titles.
 In the Publication Type field: Choose the publication type from the drop-down menu. A
document may include more than one publication type, but only one may be chosen from
the menu. Include multiple types in square brackets in the title. Example: [letter;
comment] ICL record
Some indexing tips for selected publication types:
 Letter: In the title, include [letter] unless the word letter is already part of the title. If there is
a reply to the letter, use [letter;comment] and include all authors. In the case of letters about
an article indexed in ICL, provide a reference and link to the original article in the abstract
field [in square brackets]. From the drop-down menus, choose letter as a publication type,
and non peer reviewed. If a letter is untitled, create a title and place it in square brackets. If
the letter is in response to an article, choose the same subject headings for both.
Example: Characterization of side effects sustained by chiropractic students during their
undergraduate training in technique class as a chiropractic college: A preliminary
retrospective study. JCCA 2005; 49(1):46-55. [letter; comment] ICL record
 Book Review: In the title, include the title of the book, edition statement (if stated), book
author(s) or editor(s) if stated, and [book review] at the end of the title; do not include
imprint or ISBN. Capitalize nouns in the book title. Include a short excerpt, accompanied by
the permission statement.
Example: Studying a Study & Testing a Test: Reading Evidence-Based Health Research
6th Ed. [by] Richard K. Riegelman [book review] ICL record
 Editorial: In the title, include [editorial] unless the word editorial is already part of the
title. Include a short excerpt, accompanied by the permission statement. From the drop-
down menu, choose editorial as a publication type, and non peer reviewed. Include at least
one subject heading; do not use Editorials as a subject heading or subheading.
Example: Chiropractic techniques and technologies [editorial] ICL record
 Interview: If the interview is untitled, create a title and enclose it in square brackets. Include
the name of the person interviewed in the title. If no author is named, choose None
Given and use the interviewee’s name as a subject heading, following instructions in
the personal names as subject headings section.
Example: Interview with Michael Schneider, DC, PhD, on a non-surgical approach to spinal
stenosis: Interviewed by Daniel Redwood, DC [interview] ICL record
 Case report: In the title, include [case report] unless the exact phrase case report is
already part of the title. From the drop-down menu, choose case report as a publication
type, and peer reviewed. Whenever possible, choose Male or Female (or both); choose one
or more age groups, if specified; include at least one additional subject heading; do not
use Case Reports as a subject heading or subheading. The subject heading Case Reports
as Topic is used for articles about the writing of case reports.
Example: Scoliosis treatment using spinal manipulation and the Pettibon Weighting
System™: A summary of 3 atypical presentations [case report] ICL record
 Meeting abstract: Choose meeting abstract from the drop-down menu. It is not necessary
to include [meeting abstract] in the title. ICL record

Peer Review
Most of the journals indexed in ICL are peer reviewed. However, many of the
publication types of documents published in those journals are not, and indexers
must change the status of these items to non peer review. Occasionally the status of
a publication type is unclear—see the lists below. If in doubt about peer review
status, e-mail the ICL Editors at chiroindex@gmail.com.
 Peer reviewed publication types:
Article [if authored] | Audio Lecture [verify case by case] | Biography [verify case by case] |
Case Report | Classical Article | Clinical Trial | Controlled Clinical Trial | Meeting abstract
[verify case by case] | Practice Guideline | Randomized Controlled Trial | Review [verify
case by case] | Systematic Review
 Non peer reviewed publication types:
Addresses | Article [if there are no authors] | Audio Lecture [verify case by case] | Biography
[verify case by case] | Book Review | Editorial | Erratum | Eulogy | Interview | Letter |
Meeting abstract [verify case by case] | Patient Education Handout | Personal Narrative

Notes/Abstract
 Removing code: When copying an abstract from a Web site, always copy into Notepad
first, to remove all coding.
 WYSIWYG editor: The Notes field contains a rich editor, unlike the Title field. Copy the
abstract from the journal site into Notepad, then into the Notes field. Separate the sections
in structured abstracts. (Do not bold or italicize the section headings.) Insert a hard line at
the end of the abstract so that records are well separated in the public display; the hard line
icon is available at the bottom of the editor menu bar (to the left of the happy face icon).
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Printers and Scanners

4.1 Identify the fundamental principles of using printers and scanners

 Identify different types of printer and scanner technologies (e.g. laser,

inkjet, thermal, solid ink, impact)
 Identify names, purposes and characteristics of printer and scanner
components (e.g. memory, driver, firmware) and consumables (e.g. toner,
ink cartridge, paper)
 Identify the names, purposes and characteristics of interfaces used by
printers and scanners including port and cable types for example:
o Parallel
o Network (e.g. NIC, print servers)
o USB
o Serial
o IEEE 1394 / firewire
o Wireless (e.g. Bluetooth, 802.11, infrared
o SCSI

4.2 Identify basic concepts of installing, configuring, optimizing and

upgrading printers and scanners

 Install and configure printers / scanners

o Power and connect the device using local or network port
o Install and update device driver and calibrate the device
o Configure options and default settings
o Print a test page
  Optimize printer performance for example, printer settings such as tray
switching, print spool settings, device calibration, media types and paper
orientation

4.3 Identify tools, basic diagnostic procedures and troubleshooting

techniques for printers and scanners

 Gather information about printer / scanner problems

o Identify symptom
o Review device error codes, computer error messages and history
(e.g. event log, user reports)
o Print or scan test page
o Use appropriate generic or vendor-specific diagnostic tools including
web-based utilities
 Review and analyze collected data
o Establish probable causes
o Review service documentation
o Review knowledge base and define and isolate the problem (e.g.
software vs.hardware, driver, connectivity, printer)
 Identify solutions to identified printer / scanner problems
o Define specific cause and apply fix
o Replace consumables as needed
o Verify functionality and get user acceptance of problem fix

 Identify different types of printer and scanner technologies (e.g. laser,

inkjet, thermal, solid ink, impact)

Identify different types of printer and scanner technologies (e.g. laser,

inkjet, thermal, solid ink, impact):

Impact printers

Impact printers are among the old printing technologies, which make use of inked
ribbon to make an imprint on the paper. Impact printers are considered noisy
when compared to other printers.
The most commonly known impact printers are;

i. Daisy-Wheel Printers
ii. Dot-Matrix Printers
iii. How Daisy-Wheel Printers work

i. Daisy-Wheel Printers :

A Daisy-Wheel Printer works on the same principle as ball-head typewriter. The

daisy wheel printer consists of a disk made of plastic or metal on which characters
stand out along the outer edge. The printer rotates the disk to print a character
until the desired letter is facing the paper, after which a hammer called solenoid
strikes forcing the character to hit an ink ribbon making a mark of the character on
the paper.

Their speed is rated by cps (number of characters per second).

Daisy Wheel A Section of Daisy Wheel

Advantages and Disadvantages

The main disadvantage of this printer is that they make noise when printing and
these kind of printers cannot print graphics.

The advantage is that they are not expensive and can produce letter-quality text.

ii. Dot-Matrix Printers :

A typical dot-matrix printer is shown in the figure below. It consists of a print

head, sheet guide assembly, platen knob, and covers.
 Continuous Feed
Dot Matrix Printer
Paper

The name Dot-Matrix refers to the mechanism the printer uses to print characters
on paper i.e., dots.

In this type of printer, it consists of a column of pins on the printhead that form
letters and numbers as the printhead moves across the paper. The most recent dot
matrix printers are equipped with 24 pins

Figure: 8-pin dot-matrix print head with examples of printed letters.

The pins, contained in the printhead, are about one inch long and are driven by
several hammers, which force each pin into contact with the ink ribbon (and
paper) at a certain time. The force on these hammers comes from the magnetic
pull of small wire coils (solenoids), which are energized at a particular time,
depending on the character to be printed.

Print Width

Most printers can print 80 columns, and 132 columns per line.
Advantages of Dot-matrix printers include the following:

1. They can print on multi-part stationary or carbon copies

2. Lower printing costs compared with Inkjet or Laser, the reason being that
dot-matrix printers use a ribbon and rugged printing process.
3. These can withstand unclean or dusty environment whereas Inkject or laser
jet printers require clean environment
4. Suitable for traction fed paper or continuous paper feed. Sometimes you
may need to print an activity using continuous paper feed. Inkjet and Laser
printers use discrete sheets of paper, and normally do not use continuous
paper feed.
5. Using these printers require negligible operator training.
6. These printers usually cost less (initial purchase cost may be more, but
running cost is negligible)

The main disadvantages of Dot-matrix printers are:

1. Dot-matrix printers are noisy but not as much as Daisy-wheel printers

2. The quality of print is not as good as laser and inkjet printers.
3. These printers cannot be used for producing good quality images or for
photo printing.
4. These printers are slow compared with laser printers.

Solid-Ink Printers

Solid-Ink printers use ink in a waxy solid form than liquid form which avoids
problems like spillage. And these kinds of printers print one line at a time and
these printers are best suitable for graphic companies that need true color at a
price lower than a color laser printer.

Advantages and Disadvantages

Advantages are good print quality, ease of use and generate less waste and the
disadvantages include more power consumption and odour of wax

Solid ink printers are less sensitive to paper thickness and paper fibers. This allows
printing on a number of different surfaces including recycled and handmade paper.

Thermal Printers

Thermal printers are of two kinds.

i. Direct Thermal printer and

ii. Thermal wax-transfer printer

i. Direct Thermal printer

Direct Thermal printer use a heated printhead to burn dots into the surface of
special heat-sensitive paper. It is similar to older fax machines. The disadvantage
in this is that the paper that is used gets darken early, thus making difficult to
read.

ii. Thermal wax-transfer printer

Thermal wax-transfer printers use a heat-sensitive-ribbon instead of heat-sensitive

paper. Thermal printhead melts wax-based ink from the ribbon on to the paper.
The disadvantages with thermal transfer printers are that the heating and cooling
of the print head determines their speed which means that since the printhead is
extensively used, it has to be replaced often.

1.2.4 Inkjet Printers

Inkjet printers are those that place extremely small droplets of ink onto paper to
create an image. They use a reservoir of aqueous ink, a pump and an ink nozzle to
accomplish this. These dots are extremely small and can have different colors
combined together to create photo-quality images. They essentially work by
shooting ink onto paper. Both inkjet and laser printers are non-impact printers in
the sense that they do not have mechanisms that physically touch paper in order
to create images. However, unlike laser printers, inkjet printers use aqueous ink
that spontaneously colors the paper (unlike toner from laser printers that has to be
fused into the paper with a fuser).

Parts of a typical ink jet printer are shown in the figure below:

a. Edge guide - Helps

load the paper
straight. Adjust the
left edge guide so
that it fits snugly to
the width of your
paper.
b. Sheet feeder - Feeds
a stack of paper
automatically.
c. Paper support -
Supports the paper
loaded in the sheet
feeder.
d. Feeder guard -
Prevents objects
placed on the
document cover
from falling inside
the printer when
opening the
document cover.
e. Document cover -
Open and close
 when you place a
photo or document.
f. Output tray -
Receives ejected
paper.
g. Output tray
extension - Supports
the ejected paper.
h. Scanner unit - Open
and close when you
replace an ink
cartridge.
i. On button - Turns
the printer on and
off.

i. Print head assembly

Print head :.The core component of the inkjet printer is the print head that
contains a series of nozzles that spray dots of ink onto paper.There are two main
mechanisms that generate the spraying of ink from the nozzles. The first
mechanism relies on a thermal bubble. In these systems, current flows through
certain nozzles and heats up resistors near those nozzles. This heat vaporizes
some the ink and generates a bubble that expands. As the bubble expands, ink is
sprayed out of the nozzle. Then, the current decreases, and the bubble pops,
sucking more ink from the cartridge to fill the empty space.

The other mechanism that inkjet printers rely on to spray ink from their nozzles
involves piezoelectric materials. These materials change shape based on the
electric field around them. A transducer is placed at the base (top) of the nozzle.
An electrical stimulus excites the transducer so that it changes shape, causing ink
to spray out of the nozzle. When the stimulus stops, ink from the reservoir flows
back into the cartridge to fill the void.

Ink Catridges : These come in various combinations such as separate black and
color cartridges or even a cartridges for each ink color.

Print head stepper motor : A stepper motor moves the print head assembly
(print head and ink cartridges) back and forth across the paper

Belt : This is used to attach the print head assembly to the stepper motor

Stabilizer bar : The print head assembly uses a stabilizer bar to ensure that
movement is precise and controlled.

ii. Paper feed assembly

Paper tray/feeder : This is actually a tray that you load the paper into.
Rollers : These rollers pull the paper in from the tray or feeder and advance the
paper when the print head assembly is ready for another pass.

Paper feed stepper motor : This powers the rollers to move the paper in the
exact increment needed to ensure a continuous image is printed

Advantages and Disadvantages

The low cost and relatively high quality of prints that are offered by the inkjet
printer is suitable for most day-to-day tasks and thus used in home and offices.

Inkjets have the advantage of practically no warm up time and lower cost per
page, no noise and the disadvantages are ink cartridges are expensive. So if you're
thinking of purchasing an inexpensive inkjet printer, you may visit
www.staples.com. Inkjet printers can print on a variety of papers as they
essentially work by shooting printer ink on to the paper.

Laser printers

Laser printers are the fastest and most popular printers on the market today. They
produce extremely high quality images � some near photo quality.

Main Principle of Laser Printer

The main principle in the working of laser printer is static electricity i.e., they use
electro photography, or an electrophotostatic process, to form images on paper.
The basis of the principles involved here is the science of atoms � oppositely-
charged atoms are attracted to each other, so opposite static electricity fields cling
together.

Parts of a laser printer are

The basic parts that a laser printer consists of are toner cartridges, photosensitive
drum, erase lamp, primary corona, transfer corona, fuser assembly. Each of these
parts have a very important role to play in the printing process.

How it works?

The drum is the main component in a laser printer and is oftentimes located near
the center. It is usually made of a highly photoconductive material that can be
charged or discharged by light. The drum interfaces directly with the paper and
places the toner at the correct locations to produce the image.
he way that the drum works is that it is given an initial charge to begin with. As
the drum rotates in circles, the laser shines upon certain areas of the drum. The
parts of the drum that get exposed to the laser experience a change in charge. For
example, in certain laser printers, the drum is initially given strong negative
electro-static charge and the laser causes exposed areas to change from a
negative to a positive electro-static charge. In this way, the laser generates an
electrostatic image on the drum.

Then, the printer exposes the rotating drum to negatively charged toner
particles. The toner particles are attracted to the positive areas of the drum that
were exposed by the laser. As a result, an electrostatic image is developed on the
drum surface that will get transferred to the paper at a later state..

Now, the paper is given a strong positive charge (much stronger than that of the
drum) and is slid beneath the drum. Since the paper has a stronger positive
charge than the drum, it takes the toner off of the drum so that the pattern from
the drum is translated to the paper. Then, the paper goes through the fuser and
the toner particles are fused into the paper.

In brief, the steps involved in the working of a laser printer are given
below:
1. Paper feeding

The printer moves a sheet of paper from the proper tray onto a series of rollers,
through the imaging and fixing areas, and to the output hopper.

2. Drum Cleaning and Charging

Any residual toner from past jobs is scraped from the printer's photosensitive
drum. A fine wire (the primary corona) produces a negative electrical charge
across the entire face of the drum. The image is set in raster lines as a series of
fine dots on the drum.

3. Imaging the Drum

The information from the raster-image processor is read from memory and sent to
the print engine, one line at a time. The laser sets a positive charge in the areas of
the image to be filled with toner.

4. Transferring Toner to the Drum

A film of fine plastic power is placed on the toner transfer roller, which is turning
close to the photosensitive drum. This toner is then attracted to the positively
charged areas of the drum.

5. Transferring Toner to the Paper

The corona wire places a positive electrical charge on the paper as it moves close
to the drum. The toner is attracted to the page, forming an image.

6. Fusing the Toner

The page passes through a pair of rollers. The roller on the side toward the toner
that has been placed on the page is heated just enough to melt the plastic toner
particles onto the page without smearing. The roller on the other side supplies the
needed pressure.

Advantages and Disadvantages

Laser printers have a number of advantages over the rival inkjet technology. They
produce much better quality black text documents than inkjets, and they turn out
more pages per minute (100 to 200 pages per minute are typical) at a lower cost
per page than inkjets.

Laser printers are well known for their speed and they can handle large volumes
and another advantage is that they are not messy as inkjet that is, there is no ink
spillage as the ink is created from powder and they can print on any type of paper
and the disadvantage is that laser printers are expensive.

 Identify names, purposes and characteristics of printer and scanner

components (e.g. memory, driver, firmware) and consumables (e.g. toner,
ink cartridge, paper)

Types of Scanners:

a. Flatbed scanners
b. Sheetfed scanners
c. Handheld scanners

1. Flatbed Scanners

The most commonly used scanner is a flatbed scanner also known as desktop
scanner. It has a glass plate on which the picture or the document is placed. The
scanner head placed beneath the glass plate moves across the picture and the
result is a good quality scanned image. For scanning large maps or toposheets
wide format flatbed scanners can be used.

2. Sheetfed Scanners

Sheet fed scanners work on a principle similar to that of a fax machine. In this, the
document to be scanned is moved past the scanning head and the digital form of
the image is obtained. The disadvantage of this type of scanner is that it can only
scan loose sheets and the scanned image can easily become distorted if the
document is not handled properly while scanning.

3. Handheld Scanners

Hand-held scanners although portable, can only scan images up to about four
inches wide. They require a very steady hand for moving the scan head over the
document. They are useful for scanning small logos or signatures and are virtually
of no use for scanning maps and photographs.

Overview of components of a scanner:

i. Glass Plate and Cover

The glass plate is the transparent plate wherein the original is placed so that the
scanner can scan it and the cover keeps out stray light that can affect the accuracy
of the scan

ii. Scanning head

Scanning head is the most important component because it is the one which does
actual scanning. It contains components like

1. Light source and mirror : It is the bright white light that is used to illuminate
the original as it is being scanned and which bounces off the original and reflected
off several mirrors

2. Stabilizer bar: It is a long stainless steel rod that is securely fastened to the
case of the scanner and it provides a smooth ride as the scanner scans down the
page

3. CCD (Charge Coupled Device) or CIS (Contact Image Sensor) : A CCD

array is a device that converts photons into electricity. Any scanner that uses CCD
use lens to focus the light coming from the mirrors within the scanning head.

Another technology used in some cheaper scanners is CIS wherein the

light source is a set of LEDs that runs the length of the glass plate.

iii. Stepper Motor

The stepper motor in a scanner moves the scan head down the page during scan
cycle and this is often located either on the scan head itself or attached to a belt to
drive the scanner head.
  Identify the names, purposes and characteristics of interfaces used by
printers and scanners including port and cable types for example:
o Parallel
o Network (e.g. NIC, print servers)
o USB
o Serial
o IEEE 1394 / firewire
o Wireless (e.g. Bluetooth, 802.11, infrared
o SCSI

A printer�s interface is a combination of hardware and software that allows the

printer to communicate with a computer.

The hardware interface is called port and each printer has atleast one interface. An
interface incorporates several components including its communication type as well
as the interface software.

There are eight major communication types

1. Serial : Computers send one bit at a time, one after another through serial
connection. The communication parameters like parity, baud should be set on both
entities before communication takes place.

2. Parallel : Parallel communication is more popular with printers because it is

more faster than serial communication. In this type of communication, printer
receives eight bits at a time over eight separate wires.

Parallel uses a DB25 connection on the computer side and a oddly shaped 36 pin
connection on the printer.

3. USB (Universal Serial Bus) : These can transfer data quickly with a transfer
rate up to 12 Mbps and it automatically recognizes new devices.

4. Network : Network, or commonly Ethernet, connections are commonplace on

network laser printers, though some other types of printers do employ this type of
connection. These printers have a Network Interface Card (NIC) and ROM-based
software that allows them to communicate with networks, servers and
workstations.

5. Infrared : Infrared transmissions are wireless transmissions that use radiation

in the infrared range of the electromagnetic spectrum. An Infrared acceptor allows
your devices (laptops, PDA�s, Cameras, etc) connect to the printer and send print
commands via infrared signals.

6. SCSI (Small Computer System Interface) : Laser printer, dye-sublimation

printers and few other use SCSI interfaces to PC as there are benefits like daisy
chaining wherein more than one device could be on a single SCSI connection and it
is easy to implement.

7. IEEE 1394 Firewire : Firewire is a high speed connection typically used for
digital video editing or other high bandwidth requirements. This interface currently
supports devices with a maximum throughput of 800 Mbps and capable of speeds
up to 3.2 Gbps.
8. Wireless : Wireless is the currently popular technology like infrared, Bluetooth,
802.11 etc. The information is transmitted wirelessly through the air using radio
waves and is received by the device.

Bluetooth is used to replace the cables between computers and its peripherals and
they usually work over small distances of about 10 meters.

Out of these above communication types scanners mostly use USB, Parallel, SCSI,
IEEE 1394/FireWire.