Mrs. Metcalfe Computer Applications Memos Mrs. Metcalfe Computer Applications

What is a Memo? Usually about daily operations Memo is short for ____________________. A memo is a business document that is used to correspond internally within an organization Usually about daily operations In today’s business, employees write memos more than letters.

How are memos different than letters? Reader or audience Memo - within the _____________organization Letter -outside the organization Format Memo - simple and direct Tone and language Memo - Less formal and more conversational voice Letter – Very formal

Reasons Memos are Written Communicate basic information like date and time of meetings, etc… To get someone to do something __________________readers of specific or important information Clarify procedures Solve a problem Make a _____________

What makes up a memo? Name and logo No address or phone number Letterhead Name and logo No address or phone number Optional Heading Title = Memo/Memorandum Then use the guidewords (_____, From, Date, Subject) Message The body of the memo Reason for writing the memo

Guidewords TO: FROM: DATE: _________________: Identifies the receiver Identifies the writer DATE: Spell out the date _________________: Identifies the topic in a concise and specific phrases

Creating a Memo OR you can use a template in Microsoft Word Change Style to No Spacing Font should be Times New Roman, 12 point Set a 1 inch left and right margin Set a 2 inch top margin (or hit enter six times) On line 7, center and bold the word “MEMORANDUM” Hit enter 4 times(left align) , key “TO:” press tab, and key the name of the receiver Space down 2 lines after the last name (TO: ), key FROM:, hit tab and key your name (or the name of the person that you are typing the message for) Space down 2 lines, key DATE:, hit tab and key the date Space down 2 lines, key SUBJECT:, hit tab and key in what the subject is. Subject must be keyed in all caps. Space down 3 lines, and at the left margin begin keying the message in block format Single space in paragraphs Double space between paragraphs Use a black or blue pen to initial the printed copy next to your name to show that you have reviewed the memo OR you can use a template in Microsoft Word

REMEMBER Key all headings in ___________(TO, FROM, DATE, SUBJECT) and follow each with a _________________(:) ____________________Line is keyed in all caps Tab over to _____________text in headings Double Space between heading parts

Traits of Memo Clear Direct Check Spelling, Grammar, and Accuracy Always Proofread Don’t _______________Body Paragraphs

Memo Assessment Directions: Answer the following questions below in Microsoft Word. Write the question and the answer. Print your document when you are finished and turn into your period’s box. Memo is the abbreviation for what word? Name two differences between a memo and a formal letter. What are the four guidewords in the heading of a memo? Explain the spacing requirements in the body of a memo. After printing, why must you use a pen to initial the memo by your name?