Business Correspondence Essentials

1. 4 Business Correspondence Essentials Learning Outcomes • Format memos and e-mail. • Format letters in block letter and modified block style using new Word 2007 format and traditional format. • Create envelopes. • Modify tabs. • Improve keying speed and accuracy.

2. Vertical Page Position 31 To determine the vertical position of text: Vertical Ruler • Use the Vertical Ruler displayed at the far left of the screen. To display the ruler, click the View Ruler button at the top of the right scroll bar. View Ruler button

3. Vertical Page Position (continued) 31 Refer to the Status Line at the bottom of the screen. To display vertical page position, right-click on the status line and click Vertical Page Position. Vertical Page Position displayed on the Status Line

4. Remove Space After Paragraph 31 To remove space after paragraph: • Select the desired lines. • From the Home tab, on the Paragraph group, click the down arrow by the Line Spacing button. Select Remove Space After Paragraph. Line Spacing button Remove Space After Paragraph option

5. Format a Memo 31 Position the first line of the heading at 2". Format the headings in bold and uppercase. Turn off bold and uppercase, and tap TAB once or twice after each heading to align the information. Use the 1.15 default line spacing. Tap ENTER once after each paragraph.

6. Format a Memo (continued) 31 Add reference initials one line below the body if the memo is keyed by someone other than the sender. Do not include initials when keying your own memo. Key attachment or enclosure notations one line below the reference initials.

7. Format a Distribution List 31 When sending the memo to many people, refer to a distribution list at the end of the memo. Example: TO: Task Force Members—Distribution Below. Indent the names on the distribution list to the first tab. Remove the extra spacing between the list of names.

8. Distribution list Standard Memo with Distribution List 31

9. Electronic Mail (E-Mail) 31 Address of recipient Recipients receiving a copy Subject line Attached document Attachment feature E-mail format is single-spaced; double-spaced between paragraphs.

10. Automatic Current Date 32 Key the first four characters of the current month. The current month will display. Tap the ENTER key to accept the date. Tap the SPACEBAR to display the remainder of the current date. Automatic current date feature

11. Dialog Box Launcher 32 Dialog Box Launcher – the small diagonal arrow in the lower right corner of the group. Clicking the arrow will display more options. Dialog Box Launcher for the Font Group Font dialog box options

12. Center Page 32 To center a page vertically: Dialog Box Launcher • Position the insertion point on the page. • From the Page Layout tab on the Page Setup group, click the Dialog Box Launcher. • Click the Layout tab. • Click the Vertical alignment down arrow; select Center, and click OK. Page Setup dialog box Layout tab Center option

13. Letter Parts & Block Letter Format Letterhead Office Consultants, Inc. 10 East Rivercenter Blvd Covington, KY 41016-8765 32 Dateline Letter address Salutation Body Complimentary closing Writer’s name and title Reference initials

14. Block Letter Format 32 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” or use the Center Page command.

15. Block Letter Format (continued) 32 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.

16. Block Letter Format (continued) 32 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.

17. Envelopes 33 To generate an envelope: Envelopes button • Display the letter you have created and select the letter address. • On the Mailings tab in the Create group, click Envelopes. The mailing address is automatically displayed in the Delivery address box.

18. Envelopes (continued) 33 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. Business envelope with preprinted return address IMAGE MAKERS 5131 Moss Springs Road Columbia, SC 29209-4768

19. Envelopes (continued) 33 • Click Print to print the envelope or click Add to Document to add the envelope to the top of the document containing the letter. Mailing address is automatically displayed in the Delivery address box. Return address box Return address Omit box Print button Add to Document

20. Dateline begins at 3.25” Key a colon (:) after salutation Complimentary closing and writer’s name and title begin at center point: 3.25” Modified Block Format with Mixed Punctuation Key a comma (,) after complimentary closing 34

21. Additional Letter Parts 34 Enclosure notations: Left tab at 1.0” • 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 1.0".

22. Additional Letter Parts (continued) 34 Copy notations: • A copy notation (c) indicates that a copy of the document has been sent to the person(s) listed. Key the copy notation 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”

23. Styles 35 The Styles feature enables you to apply a group of formats automatically to a document. A new document opens with about 18 styles attached to it, including: Normal, Heading 1, Heading 2, Heading 3, and Title. Normal Style

24. Styles (continued) 35 Normal style is the default style that is automatically applied when a new Word document is opened. Word 2007 Defaults Word 2003 Defaults 1.15 line spacing 1.0 line spacing 10-point spacing after paragraph 0 spacing after paragraph 11-point font size 12-point font size Calibri font Times New Roman font 1.0” left and right margins 1.25” left and right margins

25. Change to Word 2003 Style 35 From the Home tab, click the Change Styles button. Click Style Set. Click Word 2003. The line spacing is now 1.0; the space after paragraph is 0; the font size is 12; and the side margins remain at 1.0". Change Styles button Style Set option Word 2003 Option

26. E- Market, Group 10 East Rivercenter Boulevard Covington, KY 41016-8765 (Tap ENTER six times or center vertically.) About 2” 4 2 2 2 2 2 4 Traditional Block Letter Format (Word 2003) 2 35

27. Letter Parts & Traditional Format 35 Font: Apply Word 2003 style and change font to Times New Roman. Date: Position at about 2" (tap ENTER six times) or use the Center Page command. Letter address: Three blank lines below the date (tap ENTER four times).

28. Letter Parts & Traditional Format (cont.) 35 Salutation: Double-space below the letter address (tap ENTER twice). Body: Double-space below the salutation. Single-space paragraphs and double-space between paragraphs (tap ENTER twice). Complimentary close: Double-space below the body. Writer’s name and title: Three blank lines below the complimentary closing (tap ENTER four times).

29. Letter Parts & Traditional Format (cont.) Reference initials: Double-space below the writer’s name and title. Enclosures: Double-space below the reference initials. Copy notation: Double-space below the enclosure notation. 35