Presentation on theme: "Business Correspondence Documents"— Presentation transcript:
1 Business Correspondence Documents Data Input Skills
2 MemoInteroffice Memorandums – Written messages used by employees within an organization to communicate with one another.
3 Memo Formatting MARGINS: HEADING – ALL CAPS starting at left margin Top - 2 inchesSides and Bottom – 1 inchHEADING – ALL CAPS starting at left marginTO:FROM:DATE:SUBJECT:Double Space (DS) between each entry of the heading.Align Heading entries at the horizontal 1 inch mark.Use TAB to get to the one inch mark, and expose your ruler
4 Memo Formatting Memo body: All paragraphs of the memo begin at the left hand marginBLOCK FORMATParagraphs are Single Spaced (SS) with a Double Space (DS) between paragraphs
5 Memo ExtrasReference Initials – If someone other than the originator of the memo keys it, his/her initials are keyed in lowercase letters at the left margin, Double Spaced (DS) below the bodyAttachment/Enclosure Notations – If another doc is attached, key Attachment below the last line of the body or reference initials.If a doc accompanies a memo but is not attached, key the word Enclosure
6 Memo Settings Review Set line spacing and line leading Set the margin Expose the rulerUse the current date unless otherwise statedType your initials for Reference InitialsIf not specified, use the formatting defaults:Times New Roman, Arial, Calibri11-point font
7 Memo Assignment Key the memo on Pg 56. Save in BTA folder as Memo 1 Put the current datePut your initialsRemember to set the formattingKey the memo on Pg 57. Top memoSave as Memo 2Don’t forget the enclosure
8 Memo CreationCreate a memo that outlines how you plan to make better grades this nine weeks in this class.Follow all formatting correctly – Pg 56Send memo to Whitney WelchBody of Memo must be 150 words minimumAttach the grades from the first nine weeks.So attachment should appear at the bottom of memo and somewhere in the body should state that your first nine weeks grades are attached.Save As Grades Memo in Student U:/ BTA folder.Send Memo to me by student for a grade.
9 Email Electronic Mail – Used in most business organizations. Because of the ease of sending, s have somewhat replaced the memo and business letterThe is delivered within seconds, in the same building or any computer in the world.
10 Email format The heading will include: TO:SUBJECT:CC:All heading entries will be DS betweenDS after last heading entryLevel of Importance – Drop down box with High, Normal, Low
11 Email TO: Email address SUBJECT: CC: Carbon Copy – Who copies of the are being sent to, addressBcc: ?The name of the sender and the date are automatically entered into the by the server.Use the TAB key to jump from form line to form line in an server form
12 Email EMAIL BODY Attachments Address Book – Contacts Block format SS inside of and DS between paragraphsAttachmentsPaper clipBrowse – Find documentAttach File - It will appear in gray on pop up windowAddress Book – ContactsOnce an address in entered, a copy will be saved to the address book, click on TO: in order to select from the book
13 Student Accounts are located under the Favorites (star) on the Internet Explorer toolbar
14 Email Assignment Create the email on top of Pg 59. TO:Carbon Copy yourselfSave AS: 1 in your BTA folderUse your student to send 1 as an ATTACHMENT toMark as HIGH level of priorityTHEN:Two different s should be sent to 2 separate classmates.Any classmate will do, just be able to verify they received it
15 Unbound Reports Reports prepared without covers and binders Example on Pg 65If they are more than one page, they are fastened together in the upper-left corner by a staple or paper clip.
16 Unbound Report Settings Margins2” – top1” – left, right and bottomNot Block Style – Indent all paragraphsSpacingDouble Space the entire body of the document, including all heading typesReference Page will have special spacing
17 Unbound Reports Main Heading Side Headings Reference Heading Centered ALL CAPSBold14-pt fontSide HeadingsAligned Left12-pt fontReference Heading
18 Unbound Reports In-Text Citations Citations include: Internet Citation References used to give credit for paraphrased or quoted materialKeyed in parenthesis in the body of the reportCitations include:Name of authorYear of PublicationPage number of materialInternet CitationYear of publicationIf there are two articles by the same author, include the title of the article
19 Unbound ReportsQuotations of up to 3 keyed lines are enclosed in quotation marks “ ”Long quotes (4 or more lines) will be left indentedAn ellipse is three periods (…)Will indicate material omitted from a quoteHave a blank space before and after the ellipseIf the omitted material occurs at the end of a sentence, put the punctuation before the ellipse
20 Unbound Reports Reference List All references used in a report should be listed at the end of the report under the REFERENCE headingAKA Bibliography or Works Cited pageQuadruple Space (QS) after the last line of the report and before the Reference headingDS after the Reference headingBegin the first line of each reference at the left marginIndent continuing lines 0.5 inches (one tab strike)Single space continuing linesReferences are listed in alphabetical order by authors last names.Double Space (DS) between references
21 Unbound Reports Review Set Line spacing and Line leadingSet the marginsDouble spaceFormat each heading properlyFormat In-text CitationsCreate and format a Reference List
22 Unbound Report Assignment Key the Unbound Report on Pg 65.Save As: Report 1 in Student U:// BTA folder
23 Friday Unbound Report Assignment Key Report on Pg 70-71Save As: Report 2 in Student U:// BTA folderReport to me for a grade. address is on the board.
24 Completion Day Memo Email Unbound Report Pg 56 Save As: Memo 1 Pg 57-top, Save As: Memo 2Pg 59, Save As 1addressing changes in schoolUnbound ReportPg 65 Save As: Report 1Pg Save As:Report 2
25 Business LettersA letter written by an individual to deal with businessBusiness letters are in Block Format
26 Business Letters Margins First Page All other pages Top 2 inches Bottom, left, and right 1 inchAll other pages1 inch on top, bottom, left, and right
27 Business Letters Basic parts of a Business Letter Special Parts Return AddressDateLetter Mailing AddressSalutationBodyComplimentary CloseName of the WriterSpecial PartsReference InitialsAttachment/Enclosure notation
28 Business Letter Basic Parts Return Address – two linesFirst line - street addressNext line - City, State, ZIP CodeSS then:Date – one line Month, Day, and YearQuadruple space (QS) after the Date
29 Business Letter Basic Parts Letter Mailing Address – 3 lines1st line - Key a personal title (Mr. Mrs. Dr. Lt.) followed by the receivers name2nd line – Street Address3rd line – City, State, and ZIPDouble Space after the Letter Mailing Address
30 Business Letter Basic Parts Salutation – one lineMust be professional (To Whom it May Concern, Dear …)No punctuation after the salutationDouble space after the salutationBody of LetterBlock StyleSingle space inside of paragraphsDouble space between new paragraphsDouble space after the Body of the Letter
31 Business Letter Basic Parts Complimentary CloseSincerely or Thanks. Must be professionalNo punctuationQuadruple space after the complimentary closeThis is where you would put your signature – in penName of the writer – Originator of the messageMay have a personal title before it (Mr. Mrs. Dr. Lt.)May have a job title following it, single spaced belowDouble space after the name of the writer if any extras appear
32 Business Letter SPECIAL PARTS Letter may include these extras:Reference InitialsAttachment/Enclosure notations
33 Business Letter SPECIAL PARTS Reference initialsPlace initials if letter is keyed by someone other than the originatorDouble space after the reference initials
34 Business Letter SPECIAL PARTS Attachment/Enclosure notationIf doc is attached, key attachment after DSIf doc is not attached but enclosed, key enclosure after DS
35 Business Letter Review Set line spacing and line leadingSet marginsNote the different line spacingsReturn addressDateLetter mailing addressSalutationBodyComplimentary closeName of writerExtras
36 Business Letter Assignment Key the professional business letter on Pg 78.Save As: Letter 1Pay attention to the details
37 Envelops and Labels To create an envelop, go to: Items to be defined Mailings > EnvelopsItems to be definedLetter Mailing Address – Delivery AddressReturn AddressChange Feed4 1/8 x 9 ½ inches is the default envelop size
38 Envelops and Labels To create a label: Things to be defined Mailings > LabelsThings to be definedWhat to printFull page or single labelClick on Label to change the size of the labels
39 Mail Merge To create a Mail Merge: Mailings > Mail Merge Select RecipientsEdit Recipients