Presentation on theme: "Business Correspondence Essentials"— Presentation transcript:
1 Business Correspondence Essentials 4Learning OutcomesFormat memos and .Format letters in block letter and modified block style using new Word 2007 format and traditional format.Create envelopes.Modify tabs.Improve keying speed and accuracy.
2 Vertical Page Position 31To determine the vertical position of text:Vertical RulerUse the Vertical Ruler displayed at the far left of the screen. To display the ruler, click the View Ruler button at the top of the right scroll bar.View Ruler button
3 Vertical Page Position (continued) 31Refer to the Status Line at the bottom of the screen. To display vertical page position, right-click on the status line and click Vertical Page Position.Vertical Page Position displayed on the Status Line
4 Remove Space After Paragraph 31To remove space after paragraph:Select the desired lines.From the Home tab, on the Paragraph group, click the down arrow by the Line Spacing button. Select Remove Space After Paragraph.Line Spacing buttonRemove Space After Paragraph option
5 Format a Memo Position the first line of the heading at 2". 31Position the first line of the heading at 2".Format the headings in bold and uppercase. Turn off bold and uppercase, and tap TAB once or twice after each heading to align the information.Use the 1.15 default line spacing. Tap ENTER once after each paragraph.
6 Format a Memo (continued) 31Add reference initials one line below the body if the memo is keyed by someone other than the sender. Do not include initials when keying your own memo.Key attachment or enclosure notations one line below the reference initials.
7 Format a Distribution List 31When sending the memo to many people, refer to a distribution list at the end of the memo. Example: TO: Task Force Members—Distribution Below.Indent the names on the distribution list to the first tab.Remove the extra spacing between the list of names.
8 Standard Memo with Distribution List 31Standard Memo with Distribution ListDistribution list
9 Electronic Mail (E-Mail) 31Address of recipientRecipients receiving a copySubject lineAttached documentAttachment featureformat is single-spaced; double-spaced between paragraphs.
10 Automatic Current Date 32Key the first four characters of the current month. The current month will display.Tap the ENTER key to accept the date.Tap the SPACEBAR to display the remainder of the current date.Automatic current date feature
11 Dialog Box Launcher32Dialog Box Launcher – the small diagonal arrow in the lower right corner of the group. Clicking the arrow will display more options.Dialog Box Launcher for the Font GroupFont dialog box options
12 Center Page To center a page vertically: 32To center a page vertically:Position the insertion point on the page.From the Page Layout tab on the Page Setup group, click the Dialog Box Launcher.Click the Layout tab.Click the Vertical alignment down arrow; select Center, and click OK.Dialog Box LauncherPage Setup dialog boxLayout tabCenter option
13 Letter Parts & Block Letter Format 32Letter Parts & Block Letter FormatLetterheadOffice Consultants, Inc.10 East Rivercenter BlvdCovington, KYDatelineLetter addressSalutationBodyComplimentary closingWriter’s name and titleReference initials
14 Block Letter Format32Block letter style: All letter parts are keyed at the left margin.Open punctuation: No punctuation after the salutation or the complimentary closing.Letterhead: Preprinted stationery that includes the company name, logo, address and other optional information.Dateline: Date the letter is prepared. Position at about 2” or use the Center Page command.
15 Block Letter Format (continued) 32Letter address: Complete address (title and name, company name, street address, city, state, and ZIP Code) of the letter recipient. Begin two lines below the date. Remove the added space between the lines.Salutation (or greeting): Begin one line below the letter address. Include courtesy title with person’s name.Body: Begin one line below the salutation. Use the 1.15 default line spacing; tap ENTER once between paragraphs.
16 Block Letter Format (continued) 32Complimentary closing: Begin one line below the body. Capitalize only the first letter of the closing.Writer’s name and title: Begin two lines below the complimentary closing. Key the name and title on one line (separated by a comma) or on separate lines (remove added space).Reference initials: Begin one line below the writer’s name and title. Key reference initials in lowercase.
17 Envelopes To generate an envelope: 33To generate an envelope:Envelopes buttonDisplay the letter you have created and select the letter address.On the Mailings tab in the Create group, click Envelopes. The mailing address is automatically displayed in the Delivery address box.
18 Envelopes (continued) 33If you are using business envelopes, click the Return address Omit box. To include a return address, click in the Return address box and key the return address.Business envelope with preprinted return addressIMAGE MAKERS5131 Moss Springs RoadColumbia, SC
19 Envelopes (continued) 33Click Print to print the envelope or click Add to Document to add the envelope to the top of the document containing the letter.Mailing address is automatically displayed in the Delivery address box.Return address boxReturn address Omit boxPrint buttonAdd to Document
20 Modified Block Format with Mixed Punctuation 34Modified Block Format with Mixed PunctuationDateline begins at 3.25”Key a colon (:) after salutationComplimentary closing and writer’s name and title begin at center point: 3.25”Key a comma (,) after complimentary closing
21 Additional Letter Parts 34Enclosure notations:If an item is included with a letter, key an enclosure notation one line below the reference initials.Tap TAB to align the enclosures at 1.0".Left tab at 1.0”EnclosuresCheck #831Order Form2
22 Additional Letter Parts (continued) 34Copy notations:A copy notation (c) indicates that a copy of the document has been sent to the person(s) listed. Key the copy notation one blank line below the reference initials or enclosure notation.Tap TAB to align the names at 0.5".Lowercase cLeft tab at 0.5”cLarry QuallsWendy Mullins
23 Styles35The Styles feature enables you to apply a group of formats automatically to a document.A new document opens with about 18 styles attached to it, including: Normal, Heading 1, Heading 2, Heading 3, and Title.Normal Style
24 Styles (continued)35Normal style is the default style that is automatically applied when a new Word document is opened.Word 2007 Defaults Word 2003 Defaults1.15 line spacing line spacing10-point spacing after paragraph 0 spacing after paragraph11-point font size point font sizeCalibri font Times New Roman font1.0” left and right margins ” left and right margins
25 Change to Word 2003 Style35From the Home tab, click the Change Styles button.Click Style Set.Click Word The line spacing is now 1.0; the space after paragraph is 0; the font size is 12; and the side margins remain at 1.0".Change Styles buttonStyle Set optionWord 2003 Option
26 Traditional Block Letter Format (Word 2003) 35Traditional Block Letter Format (Word 2003)E- Market, Group10 East Rivercenter BoulevardCovington, KYAbout 2”42(Tap ENTER six times or center vertically.)
27 Letter Parts & Traditional Format 35Font: Apply Word 2003 style and change font to Times New Roman.Date: Position at about 2" (tap ENTER six times) or use the Center Page command.Letter address: Three blank lines below the date (tap ENTER four times).
28 Letter Parts & Traditional Format (cont.) 35Salutation: Double-space below the letter address (tap ENTER twice).Body:Double-space below the salutation.Single-space paragraphs and double-space between paragraphs (tap ENTER twice).Complimentary close: Double-space below the body.Writer’s name and title: Three blank lines below the complimentary closing (tap ENTER four times).
29 Letter Parts & Traditional Format (cont.) 35Reference initials: Double-space below the writer’s name and title.Enclosures: Double-space below the reference initials.Copy notation: Double-space below the enclosure notation.