1. Letter & Memo Mastery 11 Learning Outcomes
Create and format interoffice memos.
Format block and modified block letters with special features.
Format traditional letters.
Use letter template.
Improve keyboarding skills.

2. Format a Memo Heading: Set at 2”; tap ENTER three times.64
Heading: Set at 2”; tap ENTER three times.
Heading format: Bold and uppercase; tap TAB twice after TO and once or twice to align the remaining headings.
Spacing: Tap ENTER once after each line of the heading, after each paragraph, reference initials, etc. Single-space (1.15) the body of the memo.

3. Format a Memo (continued)64
Reference initials: Key one line below the body of the memo.
Enclosure or attachment notation: Key one line below the reference initials.
Copy notation: Key one line below the enclosure notation or one line below the reference initials (if no enclosure).

4. Format a Distribution List64
After the heading TO, key a reference to a distribution list at the end of the memo.
At the end of the memo, key Distribution List or the name of the group followed by a colon.
Tap TAB and key each name on a separate line. Remove the extra spacing between the list of names.

5. Memo with Distribution List64
Memo with Distribution List
Distribution list

6. Envelopes 65
With the letter displayed on the screen, select the letter address.
On the Mailings tab, in the Create group, click Envelopes. Either print the envelope or choose Add to Document and print the envelope with the letter.
Key the return address if it is not preprinted on the envelope.
Print option
Add to Document option

7. Center Page 65
On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher; click the Layout tab.
Click the down arrow in the Vertical alignment box and select Center. Check the placement in Print Preview.
Page Setup dialog box
Layout tab
Center option

8. Business Letter Review65
Block 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.

9. Business Letter Review (continued)65
Dateline: Date the letter is prepared. Position at about 2” or use the Center Page command.
Letter 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.

10. Business Letter Review (continued)65
Body: Begin one line below the salutation. Use the 1.15 default line spacing; tap ENTER once between paragraphs.
Complimentary 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).

11. Business Letter Review (continued)65
Reference initials: Key initials in lowercase one line below the writer’s name and title.
Enclosure notation: Key “Enclosure” one line below reference initials. To list multiple enclosures, set a tab at 1.0” and remove added space between lines.

12. Block Letter Format 65 Letterhead Dateline Letter address Salutation2” 2 1
Block Letter Format
Letterhead
Dateline
Letter address
Salutation
Body
Complimentary closing
Writer’s name and title
Reference initials
Enclosure

13. Special Letter Parts 66
Attention line – directs a letter to a position or department within an organization. Key as the first line of the address.
Subject line – provides a short description letter purpose. Placed between the salutation and the body of the letter.
Attention Accounting Department
Chou Furniture Company
101 First Street
Olympia, WA
Ladies and Gentlemen
Dear Mr. Perez:
Subject: Projected Sales Figures
The sales figures for the first quarter

14. Special Letter Parts (continued)66
Reference line – used to direct the reader to source documents or to files. Position one line below the letter address.
Copy notation – indicates the person named will receive a copy of the letter. Key the “c” notation one line below the enclosure notation, tap TAB, and key each name on a separate line.
5000 Girard Avenue
Minneapolis, MN
Re: Policy FDW128
Dear Mr. Woo xx
Enclosure
c Norman Elswick
Sheila Solari

15. Special Letter Parts (continued)66
Postscript – is used to emphasize information. Tap ENTER after the last notation in the letter; then key the postscript.
Blind copy notation – indicates a person(s) is receiving a copy of the letter without the addressee’s knowledge (notation appears only on copies). Key “bc” below all other notations. Align multiple recipients at the .5" tab.
Kevin Almarzouk, President xx
Use modified block style for letters. xx
Enclosure
bc Norman Elswick
Sheila Solari

16. Tabs 67
Click the Tab Alignment button at the far left of the Horizontal Ruler until it changes to the desired tab.
Click the Horizontal Ruler where you want to set a tab stop.
Alignment button
Left Tab
Right Tab
Bar Tab
Center Tab
Decimal Tab

17. Tabs (continued) 67
To set a tab, click the Alignment button to select the tab type; click the Horizontal Ruler where you want the tab.
To delete or clear a tab, click the tab marker on the ruler, and drag it straight down.

18. Tabs (continued) 67
To set a precise tab, from the Home tab, on the Paragraph group, click the Dialog Box Launcher. In the Paragraph dialog box, click the Tabs button. In the Tab stop position box key the measurement; click Set and OK.
Tab stop position box
Set button

19. Modified Block Letter Review67
Modified Block Letter Review 2”
Dateline begins at 3.25”
Subject line
Complimentary closing and writer’s name and title begin at center point: 3.25”
“bc” not printed on addressee’s copy

20. Multiple Page Letters & Memos68
Format the first page in the usual manner.
On the second and following pages, use the default top margin (1").
Create a header for the second and following pages; suppress the header on the first page. One blank line should follow the last line of the header.
Header includes the letter recipient or memo subject, page number, and dateline
1 blank line

21. Insert a Header 68
Click the insertion point at the top of page 1 of the letter or memo.
From the Insert tab, in the Header & Footer group, click Header. Choose a style (such as Blank) in the style gallery.
Key the name of the recipient and tap ENTER.
Header button
Blank style in the style gallery

22. Insert a Header (continued)68
Click the Header & Footer Tools Design tab and use the commands on the ribbon to complete the header.
Key Page followed by a space. Click the Page Number drop-list arrow and choose Current Position. Choose the Plain Number style. Tap ENTER.
Header & Footer Tools Design tab
Page Number drop-list arrow

23. Insert a Header (continued)68
Insert the date from the Ribbon; use the same format as page 1 of the letter or memo.
In the Options group, select Different First Page to suppress the header on the first page .
Click the Close Header and Footer button.
Date button
Different First Page option
Close Header and Footer button

24. Edit Header 68
To edit a header, on the Insert menu, in the Header & Footer Group, click Header, and then click Edit Header. Or, double-click in the header section of the document. Edit as necessary.
To remove a header, on the Insert tab, in the Header & Footer Group, click Header, and then click Remove Header.

25. Format a Traditional Letter69
Style Changes: Apply Word 2003 style; Times New Roman.
Dateline: Key at 2” (tap ENTER six times) or center the page vertically.
Letter address: Three blank lines below the dateline (tap ENTER four times); no extra space between lines.
Salutation: Tap ENTER twice below the letter address.

26. Format a Traditional Letter (continued)69
Body: Tap ENTER twice below the salutation; single-space. Tap ENTER twice between paragraphs.
Complimentary close: Tap ENTER twice below the body.
Writer’s name and title: Tap ENTER four times after the complimentary closing.
Reference initials, Enclosures, Copy notation: Tap ENTER twice between each.

27. Traditional Block Letter Format (Word 2003)69
Traditional Block Letter Format (Word 2003)
E- Market, Group
10 East Rivercenter Boulevard
Covington, KY
About 2” 4 2
(Tap ENTER six times or center vertically.)
Body: Tap ENTER twice below the salutation; single-space. Tap ENTER twice between paragraphs.
Complimentary close: Tap ENTER twice below the body.
Writer’s name and title: Tap ENTER four times after the complimentary closing.
Reference initials, Enclosures, Copy notation: Tap ENTER twice between each.

28. Save As Template To save a document as a template:70
To save a document as a template:
Click the Office Button and then Save As.
At the right side of the pane, select Word Template. The Save As dialog box displays.
Office Button
Word Template
Save As

29. Save As Template (continued)70
Save to either:
Flash drive: Select My Computer and browse to the flash drive.
Hard drive: By default, the software will save to the Trusted Templates folder.
In the File name box, key a template name. The extension .dotx is assigned automatically.
In the Save as type box, note that Word Template has been selected. Click Save.
Save As dialog box
Trusted Templates
Word Template selected

30. Use the Template 70
Saved to a flash drive: Click Open and browse to your flash drive. Click the down arrow next to Files of type and change to All Files. Look for the file with a .dotx extension.
Saved to hard drive: Click the Office button and select New. From the Templates pane (left pane), choose My Templates; browse to locate the desired template. Click OK.

31. Personal Business Letter70
Personal letters of a business nature are formatted on plain paper or personal letterhead.
Do not prepare on a company’s letterhead stationery.
Include the individual’s home address; it may also include a telephone number, address, or Web address. All other letter parts are the same as a business letter.
If personal business letterhead is not available, the sender’s home address is positioned two lines immediately above the dateline.