2 Insert Date and TimeUse this function to insert the current date and/or time.Insert – Date and Time – Select format – OKAnother WayStart keying date and hit enterExample: Type Janu and then press enter The month ‘January’ should show up.
3 Center Page Vertically (Vertical Alignment) Centers text between top and bottom margins, so that equal space is above and below what you have keyed on the page.File – Page Setup – Layout tab – Vertical Alignment – Center – OK**Remember this one! We’ll use it a lot.
4 Business LettersFormal communications between individuals (clients) and businesses or between two businesses.Different than a letter you would send to a family member.Specific Format
5 Letter Format BLOCK Everything begins at left margin Centered VerticallyMODIFIED BLOCKReturn address, Date, and Signature Block start at center positionAll other lines begin at left marginCentered Vertically(Sample: Pink)(Sample: Yellow)
6 Punctuation Mixed Punctuation use a : (colon) at the end of the salutation and a , (comma) after the complimentary close.Use regular punctuation in the paragraphs.Open PunctuationNo : (colon) after the salutation andNo , (comma) after complimentary close.Use regular punctuation in the paragraphs.
7 Letter Parts ** What kind of letter are you writing? Does the paper you will be printing onhave letterhead?1. Letterhead: Return address does not need to be keyed.No Letterhead: Return addressSample LetterheadLook at the samples. There are samples with and without letterhead.
8 Date – must be spelled out (follow with a QS). Letter Address – this is the address to whom you are sending the letter. SS, then follow with a DS.Salutation - Dear Mr. Smith: or To Whom it May Concern: (Only use title and last name) follow with a DS.
9 Date – spelled outMonth DD, YYYYQSLetter AddressDSSalutationDS
10 Complimentary closing line – almost always Sincerely, followed by QS Body (message) – Single spaced paragraphs with a DS between each paragraph.Complimentary closing line – almost always Sincerely, followed by QSQuadruple space leaves enough room for the person to sign the letter after printed.Signature block – writer’s name and title.Title goes on line below writer’s name.
11 SS BODY DS SS DS QS Pamela Hopper Complimentary Close Writer’s Name Title
12 Reference initials “xx”- DS below the writer’s name and title. When you typed it but you did not write it.LOWERCASE and NO PERIODS!!xx will be replaced with your initials
14 Notations (Enclosure(s) or Copy) Enclosure: if there is something attached to or included in the letter it is called an enclosure. If there is more than one, it is enclosures. They should be referenced in the body of the letter. *Both sample letters have enclosures. DS below reference initials.Copy: if a copy of the letter is going to be sent to someone else. This notation goes a DS below the last letter part. c (name of person) example: c Zach HillsYou will not have a notation at the bottom of every letter. Use only when needed.
16 Mailability Means the letter is ready to mail. Letter should be 100% error free.Use Spellcheck and GrammarcheckProofread yourself!
17 Envelopes Tools – Envelopes and Labels Delivery address is the same as the letter address and will be put in automatically if you have a typed letter on your screen.Return address is the sender’s address.
18 Envelopes ContinuedUse Options to add the Delivery Point Barcode – this helps sort by zipcode.Click on “Add to Document”DO NOT TRY TO PRINT ENVELOPES IN COMPUTER LAB!√
19 Envelope added to document Delivery Point BarcodeReturn AddressDelivery Address
20 Before you are finished… Make sure, make sure, make sure to CENTER THE LETTER VERTICALLY!You have been given four sample letters. Your assignment letters should look exactly like the sample letters. They are formatted correctly.
21 Follow the instructions on your assignment sheets to complete letters 1-3. Make sure to change the view to 2 pages before you call me over for a stamp.