1. Business Document Formatting
9/18/2018 7:10 PM
Business Document Formatting
Business Information Management I
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3. Goals for this lesson: You will:
Identify the purpose for a variety of business documents
Display proper formatting for different business documents
Enhance business documents with word processing tools

4. Types of Business Documents
Letters to existing and prospective customers
Proposals that accompany external sales and internal purchases
Annual reports that include financial data
Forms such as applications and invoices
Newsletters to provide information about your organization in a creative way
Businesses use many different types of documents to communicate internally and externally. Common documents are letters, proposals, annual reports, forms, and newsletters. All of these documents can be created with word processing software.
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5. Letters, Memorandums, E-Mails
All are common communication tools
Letter- more formal / can be internal or external
Business- from a business to another business
Personal business- from an individual to a business
Memorandum (memo)- usually internal / within an organization
- less formal / can be internal or external / basically an electronic memorandum
The most common business communication consists of letters (more formal, external), memorandums (internal, informal), and (can be internal or external, informal, and usually used in situations requiring feedback).
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6. Proposals Usually a formal request
Contains an intent or purpose (such as request for new programs, equipment, or business from a potential client)
Contains a description of a solution to a problem or needs to be addressed
Contains the costs involved
Proposals can also be internal or external. If internal, an employee could request hiring new employees, expanding or creating a department, or making a requisition for needed equipment or other capital outlays.
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7. Forms Can include invoices and receipts
Usually, format is dependent upon type of company
For some companies, forms may be
Applications
Contracts
Bank statements
Tax records
Forms can include various forms of records or invoices. Companies usually create their own templates with letterhead for many of the forms they use.
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8. Newsletters Usually two or three column
Provides information and updates about an organization
Contains creative elements to make it more interesting to read
Can contain enhancements such as graphics, drop caps, borders, shading, or text boxes
Newsletters are a great way for organizations to communicate information about the organization. They have columns and usually have additional features such as graphics, borders, text boxes, etc. to make it attractive to read.
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9. Reports Informative document / longer than a letter
Contains data and statistics
Can contain financial information (like annual reports)
Can contain sales information
Can contain marketing information
Reports are more formal documents. They are usually created to provide information to an audience. They usually contain several different sections and contain data and statistical information (possibly displayed in charts or tables).
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10. Enhancements to Business Documents
Tables
Charts and graphs
Diagrams
Borders and shading
Title page
Table of contents
Bookmarks
Text formatting
Documents can be enhanced in many ways, all of which can utilize word processing software. Longer documents can include a title page and a table of contents. Graphic enhancements can include tables, charts, and diagrams. Formatting enhancements can include text formatting such as size and style, shading, and borders.
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11. Tables
Insert a table by specifying the number of desired rows (horizontal) and columns (vertical)
Can change column width and row height by “right clicking” or dragging edge
Can add, delete, or edit borders
Ideal for displaying lists of data
Can calculate basic formulas in a word processing program
Can sort data
Formatting such as shading, text alignment, and font styles add emphasis
Tables can contain many features that can make documents look very professional. Specify the number of columns and rows that can then be adjusted by widening or narrowing them. Borders and shading can be added, too. Text direction can be altered, which creates emphasis. Formulas can also be included, and data can be sorted to make a document more readable.
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12. Table Illustrated
This is an example of a table with statistics for university enrollment in Texas.
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13. Charts and Graphs
Can create many types of charts such as column, bar, pie, etc.
When “Insert” is clicked, a spreadsheet template opens so data may be entered
May be inserted into an existing document for emphasis or demonstration of a point (or may stand on its own)
Charts and graphs provide visual representations of data. While this information can be provided using spreadsheet software, many people are not aware that they can use word processing software to create these items. The numeric keypad can be used to input data just as you would use it in spreadsheet software.
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14. Chart/Graph Illustrated
Using the university enrollment data from the previous table…
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15. Diagrams Shows order of tasks or concepts Examples include
Flowcharts
Organizational charts
Classification charts such as Venn diagrams
Shows relationships
Can also be created by inserting shapes and adding text (depending on your program)
Common uses of diagrams include creating flowcharts to show an order of tasks or creating organizational charts. Venn diagrams are also useful tools in classifying or comparing/contrasting information.
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16. Diagrams Illustrated
These are just a few of the many types of diagrams that can be added to documents or can stand alone.
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17. Independent Practice Assignments You are required to complete BOTH:
Flowchart Assignment #1- I will think of a process that I would like to explain how to do through a flowchart diagram. The topic is to be explained step-by-step and should preferably be something related to teaching an employable skill (whether it be computer-related or otherwise).
Table Assignment #2- I will conduct research into some sort of business- or education- related statistics. It can be related to salaries, sales, or any other topic that the teacher deems appropriate. Students will create a table that displays their findings. Following are the minimum technical requirements for their table: at least two columns and at least ten rows, borders, shading, and text formatting.
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18. Independent Practice Assignments EXTRA CREDIT
Proposal Assignment #3- Students are to create a proposal from one of two different topics:
A sales proposal to a potential customer about why you would like to create a marketing plan for their new product or
A request for new laptop computers (or tablets) for the employees of the company you work for.
The marketing plan would include sections describing:
the product and how it will fulfill a need in the community
the current competitors and how this product is different from them
a price structure for the product
the target customers
a goal for a certain number of sales and a deadline to accomplish the goal.
The request for laptops should include:
the need for the laptops and what concerns or problems laptops can solve
a comparison of different types of laptops
total costs
all of the benefits that company-wide laptops can provide.
Both of these proposals should include tables, diagrams, graphics, and visuals where appropriate. Remember, these proposals are written to persuade someone to take action; therefore, they should look and sound convincing and professional.
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