1. 1 Memos and E-Mail East Clarendon High School

2. 2 Using Templates  When you open a blank document in Word, you are actually working in a template called the Normal template.  The Normal template sets the top and bottom margins at 1 inch and the side margins at 1.25 inches  Paragraph spacing is set to single, the font is set to Times New Roman, and so forth

3. 3  Word has several other predefined templates for faxes, reports, memos, and other business documents.  There are three styles of memo templates: Contemporary, Elegant, and Professional.  The Memo Wizard is also available to help you design your own memo template

4. 4 TO USE A MEMO TEMPLATE  On the menu, click File, New. The New Document task pane displays on the right  From the templates section, click On My Computer  Click the Memos tab. Four icons are displayed in the Memos window  As you highlight each icon, the design for that memo template appears in the Preview box  Select the template you want to use and click OK

5. 5 Under Create New, be sure that Document is selected  Word opens the document and assigns a temporary file name until you save the file and name it  Click the text in brackets to select it; then key your information. The current date is automatically inserted in the template  Read the instructions on the memo template about how to use the template  Select and delete any parts of the template text that you do not need, such as the copy notation. S  Select the instruction text and begin keying the body of the memo

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7. 7 Memos  Memos (interoffice memorandums)  Written messages used by employees within an organization to communicate with one another

8. 8 Memo Margins  Top Margin (TM) 2”  Side Margins (SM) default or 1”  Bottom Margin (BM) about 1”

9. 9 Memo Heading TO:Tab twice to key name DS FROM:Tab once to key name DS DATE:Tab once/twice to key date DS SUBJECT: Tab once to key subject in ALL CAPS

10. 10 Memo Body  Paragraphs begin at the LM and are SS with a DS between paragraphs.

11. 11 Reference Initials  If someone other than the originator of the memo keys it, his/her initials are keyed in lowercase letters at the left margin, a DS below the body.

12. 12 Attachment/Enclosure Notations  If another document is attached to a memo, the word “Attachment” is keyed at the LM a DS below the reference initials or below the last line of the body of the memo.  If a document accompanies the memo but is not attached to it, key the word “Enclosure.”

13. 13 E-Mail  Electronic Mail: used in most business organizations.  Ease of creating and the speed of sending  E-Mail messages have partially replaced the memo and the letter  Format is very similar to that used for memos.  Varies depending on the program used for creating it.

14. 14 E-Mail Headings  To:  From:  Date:  Subject:  Cc: Sends a copy of the message to additional individuals  Bcc: Sends copy of the message without receiver knowing

15. 15 E-Mail Headings Attachment: line for attaching files to the e-mail message. e-mail message. E-Mail Body Paragraphs begin at the left margin and are SS with a DS between paragraphs.

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