Letter

1
Letter Memo Mastery

• 11

• Learning Outcomes

• Create e-mail and format interoffice memos.
• Format block and modified block letters with
  special features.
• Format traditional letters.
• Use letter template.
• Improve keyboarding skills.

2
Format a Memo

• 64

• Heading Set at 2 tap ENTER three times.
• Heading format Bold and uppercase tap TAB
  twice after TO and once or twice to align the
  remaining headings.
• Spacing Tap ENTER once after each line of the
  heading, after each paragraph, reference
  initials, etc. Single-space (1.15) the body of
  the memo.

3
Format a Memo (continued)

• 64

• Reference initials Key one line below the body
  of the memo.
• Enclosure or attachment notation Key one line
  below the reference initials.
• Copy notation Key one line below the enclosure
  notation or one line below the reference initials
  (if no enclosure).

4
Format a Distribution List

• 64

• After the heading TO, key a reference to a
  distribution list at the end of the memo.
• At the end of the memo, key Distribution List or
  the name of the group followed by a colon.
• Tap TAB and key each name on a separate line.
  Remove the extra spacing between the list of
  names.

5

• 64

Memo with Distribution List
Distribution list
6
Envelopes

• 65

• With the letter displayed on the screen, select
  the letter address.
• On the Mailings tab, in the Create group, click
  Envelopes. Either print the envelope or choose
  Add to Document and print the envelope with the
  letter.
• Key the return address if it is not preprinted on
  the envelope.

Print option
Add to Document option
7
Center Page

• 65

• On the Page Layout tab, in the Page Setup group,
  click the Dialog Box Launcher click the Layout
  tab.
• Click the down arrow in the Vertical alignment
  box and select Center. Check the placement in
  Print Preview.

Page Setup dialog box
Layout tab
Center option
8
Business Letter Review

• 65

• 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.

9
Business Letter Review (continued)

• 65

• Dateline Date the letter is prepared. Position
  at about 2 or use the Center Page command.
• 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
  persons name.

10
Business Letter Review (continued)

• 65

• Body Begin one line below the salutation. Use
  the 1.15 default line spacing tap ENTER once
  between paragraphs.
• Complimentary closing Begin one line below the
  body. Capitalize only the first letter of the
  closing.
• Writers 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).

11
Business Letter Review (continued)

• 65

• Reference initials Key initials in lowercase one
  line below the writers name and title.
• Enclosure notation Key Enclosure one line
  below reference initials. To list multiple
  enclosures, set a tab at 1.0 and remove added
  space between lines.

12
Block Letter Format

• 65

Letterhead
Dateline
Letter address
Salutation
Body
Complimentary closing
Writers name and title
Reference initials
Enclosure
13
Special Letter Parts

• 66

• Attention line directs a letter to a position
  or department within an organization. Key as the
  first line of the address.
• Subject line provides a short description
  letter purpose. Placed between the salutation and
  the body of the letter.

14
Special Letter Parts (continued)

• 66

• Reference line used to direct the reader to
  source documents or to files. Position one line
  below the letter address.
• Copy notation indicates the person named will
  receive a copy of the letter. Key the c
  notation one line below the enclosure notation,
  tap TAB, and key each name on a separate line.

15
Special Letter Parts (continued)

• 66

• Postscript is used to emphasize information.
  Tap ENTER after the last notation in the letter
  then key the postscript.
• Blind copy notation indicates a person(s) is
  receiving a copy of the letter without the
  addressees knowledge (notation appears only on
  copies). Key bc below all other notations.
  Align multiple recipients at the .5" tab.

16
Tabs

• 67

• Click the Tab Alignment button at the far left of
  the Horizontal Ruler until it changes to the
  desired tab.
• Click the Horizontal Ruler where you want to set
  a tab stop.

Left Tab
Right Tab
Alignment button
Bar Tab
Center Tab
Decimal Tab
17
Tabs (continued)

• 67

• To set a tab, click the Alignment button to
  select the tab type click the Horizontal Ruler
  where you want the tab.
• To delete or clear a tab, click the tab marker on
  the ruler, and drag it straight down.

18
Tabs (continued)

• 67

• To set a precise tab, from the Home tab, on the
  Paragraph group, click the Dialog Box Launcher.
  In the Paragraph dialog box, click the Tabs
  button. In the Tab stop position box key the
  measurement click Set and OK.

Tab stop position box
Set button
19
Modified Block Letter Review

• 67

2
Dateline begins at 3.25
Subject line
Complimentary closing and writers name and title
begin at center point 3.25
bc not printed on addressees copy
20
Multiple Page Letters Memos

• 68

• Format the first page in the usual manner.
• On the second and following pages, use the
  default top margin (1").
• Create a header for the second and following
  pages suppress the header on the first page. One
  blank line should follow the last line of the
  header.

Header includes the letter recipient or memo
subject, page number, and dateline
1 blank line
21
Insert a Header

• 68

• Click the insertion point at the top of page 1 of
  the letter or memo.
• From the Insert tab, in the Header Footer
  group, click Header. Choose a style (such as
  Blank) in the style gallery.
• Key the name of the recipient and tap ENTER.

Header button
Blank style in the style gallery
22
Insert a Header (continued)

• 68

• Click the Header Footer Tools Design tab and
  use the commands on the ribbon to complete the
  header.
• Key Page followed by a space. Click the Page
  Number drop-list arrow and choose Current
  Position. Choose the Plain Number style. Tap
  ENTER.

Header Footer Tools Design tab
Page Number drop-list arrow
23
Insert a Header (continued)

• 68

• Insert the date from the Ribbon use the same
  format as page 1 of the letter or memo.
• In the Options group, select Different First Page
  to suppress the header on the first page .
• Click the Close Header and Footer button.

Close Header and Footer button
Different First Page option
Date button
24
Edit Header

• 68

• To edit a header, on the Insert menu, in the
  Header Footer Group, click Header, and then
  click Edit Header. Or, double-click in the header
  section of the document. Edit as necessary.
• To remove a header, on the Insert tab, in the
  Header Footer Group, click Header, and then
  click Remove Header.

25
Format a Traditional Letter

• 69

• Style Changes Apply Word 2003 style Times New
  Roman.
• Dateline Key at 2 (tap ENTER six times) or
  center the page vertically.
• Letter address Three blank lines below the
  dateline (tap ENTER four times) no extra space
  between lines.
• Salutation Tap ENTER twice below the letter
  address.

26
Format a Traditional Letter (continued)

• 69

• Body Tap ENTER twice below the salutation
  single-space. Tap ENTER twice between paragraphs.
• Complimentary close Tap ENTER twice below the
  body.
• Writers name and title Tap ENTER four times
  after the complimentary closing.
• Reference initials, Enclosures, Copy notation
  Tap ENTER twice between each.

27
Traditional Block Letter Format (Word 2003)

• 69

28
Save As Template

• 70

• To save a document as a template

• Click the Office Button and then Save As.
• At the right side of the pane, select Word
  Template. The Save As dialog box displays.

Office Button
Word Template
Save As
29
Save As Template (continued)

• 70

• Save to either
• Flash drive Select My Computer and browse to the
  flash drive.
• Hard drive By default, the software will save to
  the Trusted Templates folder.
• In the File name box, key a template name. The
  extension .dotx is assigned automatically.
• In the Save as type box, note that Word Template
  has been selected. Click Save.

Save As dialog box
Trusted Templates
Word Template selected
30
Use the Template

• 70

• Saved to a flash drive Click Open and browse to
  your flash drive. Click the down arrow next to
  Files of type and change to All Files. Look for
  the file with a .dotx extension.
• Saved to hard drive Click the Office button and
  select New. From the Templates pane (left pane),
  choose My Templates browse to locate the desired
  template. Click OK.

31
Personal Business Letter

• 70

• Personal letters of a business nature are
  formatted on plain paper or personal letterhead.
• Do not prepare on a companys letterhead
  stationery.
• Include the individuals home address it may
  also include a telephone number, e-mail address,
  or Web address. All other letter parts are the
  same as a business letter.
• If personal business letterhead is not available,
  the senders home address is positioned two lines
  immediately above the dateline.