1. LEARN TO FORMAT PERSONAL-BUSINESS LETTERS Unit 9: Lessons 28-30

2. Personal-Business Letters ◦ A letter is written by an individual to deal with business of a personal nature is called a personal-business letter. ◦ Block format (no indents anywhere) is commonly used for formatting personal-business letters. Letters arranged in block format have all parts of the letter beginning at the left margin. The paragraphs are not indented. ◦ Personal-business letter margins: ◦ Rather than a top margin of 2”, letters may be centered vertically using the Center Page Feature (discussed later). Inserting two hard returns below the last line of the letter places the letter in reading position. First Page Top margin (TM)2” Side margins (SM) (left and right)1” Bottom margin (BM)1”

3. Setting Up Your Margins ◦ Margins are the white space that surrounds your document’s text. To change the margins in Microsoft Word, click on the “Page Layout” ribbon and then click on the small arrow (expand arrow) to bring up the “Page Setup” window. Page Layout Ribbon

4. Expand arrow to provide the Page Setup window ◦ In Microsoft Word, there are expand arrows that allow you to get a detailed window where you can easily change settings and features. ◦ The Page Setup window allows you to easily change the margins to Top: 2” for first page, Bottom: 1”, Left: 1”, and Right: 1”. Leave the Gutter at 0”. Apply to drop-down

5. ◦ With Microsoft Word, you can easily setup your pages where the text is vertically centered, meaning that you are typing your document from the middle and then the text will expand outward to the top and bottom of the document. This is different than centering text horizontally as seen below: This is text centered horizontally ◦ In the Page Setup window, click on the “Layout” tab. Next, click on the Vertical alignment drop-down box where you will select “Center.” Then, click “OK.” Layout tab Using the Page Center Feature

6. Showing the Ruler ◦ The ruler in Microsoft Word is important to have displayed so that you can see where your margins are located. ◦ To have your ruler displayed, click on the “View” ribbon, and then check the box next to “Ruler.” View Ribbon Ruler Checkbox Rulers

7. Parts of Letter 230 Glendale Court Brooklyn, NY 11234-3721 February 15, 2014 Ms. Julie Hutchinson 1825 Melbourne Avenue Flushing, NY 11367-2351 Dear Julie It seems like years since we were n Ms. Gerhig’s keyboarding class… Since you just completed your business education degree… Sincerely Rebecca Dunworthy RD/bml (optional) Enclosures Return address Letter mailing address Salutation Body Complimentary close Writer Typist’s initials Enclosure notation 2” Top margin 4 2 2 2 2 4 2 2

8. Return address: The return address consists of a line for the street address and one for the city, state and zip code. Date: Key the month, day, and year on the line below the city, state, and zip code. Letter mailing address: Key the first line of the letter mailing (delivery) address a QS below the date. A personal title (Miss, Ms., Mrs., Mr.) or a professional title (Dr., Lt., Senator) is keyed before the receiver’s name. Salutation: Key the salutation (greeting) a DS below the letter mailing address. Body: Begin the letter body (message) a DS below the salutation. SS and block the paragraphs with a DS between them. Complimentary close: Key the complimentary close a DS below the last line of the body. Name of the writer: Key the name of the writer (originator of the message) a QS below the complimentary close. The name may be preceded by a personal title (Ms., Mrs., Ms.) to indicate how a female prefers to be addressed in a response. If a male has a name that does not clearly indicate his gender (Kim, Leslie, Pat, for example), the title Mr. may precede his name. Basic Parts of Letter

9. Reference Initials: If the letter is keyed by someone other than the originator of the letter, their initials (keyboard operator’s) should be placed in lowercase letters at the left margin a DS below the originator’s name. It is also correct to have the originator’s initials in CAPS followed by the keyboard operator’s initials in lowercase (JPH/jaz). Attachment/Enclosure notation: If another document is attached to a letter, the word “Attachment” is keyed at the left margin, a DS below the reference initials. If the additional document is not attached, the word Enclosure is used. If reference initials are not used, Attachment or Enclosure is keyed a DS below the writer’s name. Special Parts of Letter

10. How to Change the Font Size ◦ To change the font size you can do any of the following: 1.Click on the font size drop-down menu to select a size or you can type any size you want in 2.Click in the font size drop-down menu and type in a size 3.Click on either the “Increase Font Size” icon or “Decrease Font Size” icon 4.Highlight the text you want to change the font size and a floating toolbar will appear next to the highlighted word(s), where you can select a font size from the drop-down menu Floating Toolbar when text is highlighted 1. 2. 3. 4.

11. Show/Hide Character Formatting ◦ In order to show/hide character formatting in a document, you can select the paragraph symbol (pilcrow) on the “Home” ribbon. ◦ This will display anytime you spaced, you used a tab, inserted breaks, and other character formatting. ◦ This can be used to find any mistakes in your document. ◦ The special symbols that are seen in the document when the show/hide character formatting is turned on will not print the special symbols. It only displays them on the screen.