chapter 4: documents spotlight on word processingchapter 41

Spotlight onWord Processing

Chapter 4:Documents

Spotlight on Word ProcessingChapter 4 1

Objectives Learn the parts of a personal business letter Format a personal business letter Change the margins Use the Print Preview function Format a one-page report


Objectives (continued) Insert a cover page Add a page number Create a citation for a book Create a citation for a Web site Insert a bibliography


Vocabulary Bibliography Block style Body Closing Hyperlink Inside address Letterhead Margins Mixed punctuation


Modified-block style Open punctuation Personal business

letter Plagiarism Return address Salutation Sender

Writing a Personal Business Letter Many times letters written from companies are

printed on letterhead. Letterhead is paper preprinted with company

logo and contact information. Individuals use personal business letters since

most don’t have their own letterhead. In a block style letter, all items line up at the left

margin.


Writing a Personal Business Letter (continued)

In a modified-block style letter, the paragraphs are indented, and the date and the closing block start at the center.

Open punctuation does not have any punctuation after the salutation or the closing.

Mixed punctuation has a colon after the salutation and a comma after the closing.


Formatting the Body of the Letter The body of the letter is the major part that

includes the message. Text word wraps at the end of the lines. Do not indent any paragraphs.


Formatting the Closing of the Letter

The closing ends the letter. The most common closing is “Sincerely.” The return address is the address of the person

sending the letter. Press Enter four times after the closing to allow

the sender to sign his/her name.


Changing the Margins

The margins are the distance between the text and the edges of the paper.

Default margins are 1-inch on all four sides (top, bottom, left, and right).

Microsoft Word has a variety of margin settings.


Viewing the Document with Print Preview Print preview allows you to see what the

document will look like when it is printed. A letter should have approximately the same

amount of white space above and below the letter.

Close the Print Preview to return to the document.


Finishing Steps

Spell check the document. Do not add a header since your name already

appears at the bottom. Print the letter. Using a blue or black pen, sign your name

below the word "Sincerely."


Keying the Report

Copying someone else’s words and claiming them to be your own is plagiarism.

The title is typed in all capital letters. Formatted with 1-inch margins. Report is double-spaced. The first line of the paragraphs is indented.


Double-Spacing the Report Select all text. Click the Line Spacing button on the Home

Ribbon. Choose 2.0 for double spacing. Holding Ctrl and pressing the number 2 will also

double space.


Adding a Cover Page New feature in Word 2007. Variety of cover page designs available. Automatically inserted before the text of the

report.


Numbering the Pages

When page numbering is turned on, all pages will automatically be numbered.

Click the Page Number button on the Insert Ribbon.

Variety of page numbering placement options available.


Adding a Header, Saving, and Printing Click the Header button on the Insert Ribbon. Save the file. Use the Print Preview feature to check the

layout. Students’ files may vary depending on the cover

page and header chosen.


Creating a Citation for a Book A bibliography gives credit to the authors whose

ideas we used. MLA style is most commonly used in middle

schools and high schools. Word 2007 formats the bibliography entries. Click the Insert Citation button on the

References Ribbon. Click Add New Source. Key the specifics for the entry into the correct

fields.


Creating a Citation for a Web Site Click the Insert Citation button on the

References Ribbon. A Web site citation includes the author and

name of the web page. A citation for a Web site also includes the URL

and the date accessed.


Adding the Bibliography

A bibliography is found at the end of the report. Hold Ctrl and press End to get to the very end of

the report. Click the Bibliography button on the References

Ribbon. You can create either a Works Cited or

Bibliography page.


Adding a Header, Saving, and Printing Spell check. Preview the document using Print Preview. Print the document.


Summary Businesses print their correspondence on letterhead

to identify their name and contact information. When a person types a letter on plain paper, it is

called a personal business letter. In a block style letter, all text lines up at the left. Open punctuation means that there is no

punctuation after the salutation or the closing. The most commonly used closing is “Sincerely.”


Summary (continued) The default margins are 1 inch on all sides of the

paper. Reports are often double-spaced with the first line of

every paragraph indented. A bibliography gives credit to the person(s) whose

research you used in writing your report. MLA style is most commonly used in middle and

high schools to create citations.

Chapter 4 22Spotlight on Word Processing

chapter 4: documents spotlight on word processingchapter 41

Documents

word processingchapter

microsoft word

bibliography spotlight

text word wraps

documents spotlight

page report spotlight

modifiedblock style

closing block start