Memos and Letters

1. 4 Memos and Letters Learning Outcomes • Lay out interoffice memorandum. • Lay out block and modified block business letters. • Create envelopes. • Work with tabs. • Improve keying speed and accuracy.

2. Vertical Page Position 32 • Determine the vertical page position using the Vertical Ruler: • After tapping enter, compare the position of the insertion point with the Vertical Ruler. • To display the Ruler, click the View Ruler button at the top of the vertical scroll bar. Vertical Ruler View Ruler button

3. Vertical Page Position (cont.) 32 • Determine the vertical page position using the status bar: • Refer to the status bar at the lower-left side of the screen. • To display vertical page position in the status bar, right-click on the status bar and click Vertical Page Position on the Customize Status Bar menu. Vertical Page Position displayed on the status bar Select Vertical Page Position

4. Interoffice Memo Design 32 Start at 2" Tap ENTER once after each paragraph Reference initials

5. Format a Memo 32 • Tap enter three times to position the first line of the heading at about 2". • Format the memo headings in bold and uppercase. Then turn off bold and uppercase. • Tap tab once or twice after each heading to align the information. • Use the 1.15 default line spacing for the body of the memo. • Tap enter once after each paragraph.

6. Format a Memo (cont.) 32 • Add reference initials one line below the body. • Key attachment or enclosure notations one line below the reference initials. • Items clipped or stapled to the memo are noted as attachments. • Items included in an envelope are enclosures. Do not include reference initials when keying your own memo.

7. Date and Time To insert the date and/or time: 33 Insert/Text/Date & Time • Click at the point the date is to be inserted. • Click Date & Time and select the desired date format or time format. • Leave Update automatically blank unless you want it to update each time the document is opened.

8. Automatic Current Date To insert the current date: 33 • Key the first four characters of the current month. The current month will display. • Tap enter to accept the date. • Tap the Space Bar to display the remainder of the current date.

9. Remove Space After Paragraph To remove space after paragraph: 33 Home/Paragraph/Line and Paragraph Spacing • Select the desired lines. • Click the Line and Paragraph Spacing drop-list arrow. • Select Remove Space After Paragraph. Remove Space After Paragraph option

10. Business Letters 33 • Business letters are used to communicate with persons outside of the business. • Business letters carry two messages: • Tone and content • The appearance of the document • Appearance creates the critical first impression. • Stationery, use of standard letter parts, and placement should convey that the writer is intelligent, informed, and detail minded.

11. Block Letter Design 33 Letterhead Dateline Letter address Salutation Body Complimentary closing Writer’s name and title Reference initials

12. Block Letter Format 33 • 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. • Dateline: • Date the letter is prepared. • Position at about 2".

13. Block Letter Format (cont.) 33 • 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. • Body: • Begin one line below the salutation. • Use the 1.15 default line spacing; tap enter once between paragraphs.

14. Block Letter Format (cont.) 33 • 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). • Reference initials: • Begin one line below the writer’s name and title. • Key reference initials in lowercase.

15. Envelopes To generate an envelope: 34 Mailings/Create/Envelopes • Select the letter address and then click Envelopes to open the Envelopes and Labels dialog box. • The mailing address automatically displays in the Delivery address box. • To create an envelope without a letter, follow the same steps, but key the address in the Delivery address box.

16. Envelopes (cont.) To generate an envelope (cont.): 34 • If you are using business envelopes, click the Return address Omit box. • To include a return address, click in the Return address box and key the return address. • Click Print or click Add to Document. Return address box

17. Additional Letter Parts 34 • Enclosure notations: • If an item is included with a letter, key an enclosure notation one line below the reference initials. • Tap tab to align the enclosures at 1". Left tab at 1"

18. Additional Letter Parts (cont.) 34 • Copy notations: • Key the copy notation (c), which indicates a copy has been sent to the person(s) listed, one blank line below the reference initials or enclosure notation. • Tap tab to align the names at 0.5". Lowercase c Left tab at 0.5"

19. Tabs To set a tab using the Horizontal Ruler: 35 • Click the tab selector to display the desired tab style. • Click the Horizontal Ruler where you want to set the tab. Default tab marker Tab selector Click to set the tab Default tab stops are set every half inch on the Horizontal Ruler. They display as small gray vertical lines.

20. Modified Block Letter Design 35 Dateline tab at 3.25" Key a colon (:) after salutation Key a comma (,) after complimentary closing Complimentary closing and writer’s name and title tab at 3.25" Modified block letters may use mixed punctuation: colon after salutation and comma after complimentary close.

21. Modifying Tabs To move a tab using the Horizontal Ruler: 36 • Select the text that will be affected. • Drag the tab to be moved to the new location. To clear a tab using the Horizontal Ruler: • Select the text that will be affected. • Drag the tab off the Horizontal Ruler.

22. Modifying Tabs (cont.) To set a tab using the Tabs dialog box: 36 Home/Paragraph/Dialog Box Launcher Key desired tab • Click the Paragraph Dialog Box Launcher to display the Paragraph dialog box. • Click the Tabs button to display the Tabs dialog box. • In the Tab stop position box, key the desired tab. • Select the alignment and leader desired. • Click Set.

23. Modifying Tabs (cont.) To clear tabs using the Tabs dialog box: 36 • To clear a single tab: • In the Tabs dialog box, select the desired tab to be cleared in the Tab stop position box. • Click Clear. • To clear all tabs: • In the Tabs dialog box, click Clear All. Clear Clear All