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

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.

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).

Format a Distribution List 64 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.

Memo with Distribution List 64 Memo with Distribution List Distribution list

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

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

Business Letter Review 65 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.

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.

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).

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.

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

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 99504-6480 Ladies and Gentlemen Dear Mr. Perez: Subject: Projected Sales Figures The sales figures for the first quarter

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 55405-4873 Re: Policy FDW128 Dear Mr. Woo xx Enclosure c Norman Elswick Sheila Solari

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

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

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.

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

Modified Block Letter Review 67 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

Multiple Page Letters & Memos 68 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

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

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

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

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.

Format a Traditional Letter 69 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.

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.

Traditional Block Letter Format (Word 2003) 69 Traditional Block Letter Format (Word 2003) E- Market, Group 10 East Rivercenter Boulevard Covington, KY 41016-8765 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.

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

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

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.

Personal Business Letter 70 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, e-mail 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.