chapter 5

Chapter 5

Using Word to Format Business Documents

Using Font Attributes

VOCABULARY• Enhancements

– Visual additions to attract a reader’s attention to specific text.

• Bold• Italics• Underline• Font style• Font size• Superscript• Shadow• Shimmer

Font

• refers to the type, or letters, in which a document is printed

• consists of the typeface, style, size, and effect

• attributes used to change appearance of font

Font Attributes

Watermark Appears behind or ontop of document's text

Bold Prints darker thanother copy

Textbox Used for labels or ascallouts in documents

Italics Prints letters that slopeup toward the right

Font Attributes cont.

3-D Effects Used for enhancementpurposes

Drop Cap Begins paragraph withlarge initial cap

Underline Places line under textas it is keyedChanges text tographic object


This is a superscript. Text placed slightlyhigher than other text

This is a subscript. Text placed slightlylower than other text

CHANGE CASE Used to change thecase of letters

Bold Italics Text is darker andletters slope to right


Strikethrough Draws line throughtext

SMALL CAPS Small capital letters

SShhaaddooww Shadow text

Where do we find all these Font Attributes?

VOCABULARY• Horizontal alignment

– Center – equal on both sides– Right – lines up on Right hand margin– Left – lines up on the Left hand margin– Justified

• Vertical centering – the space at the top and bottom of the text and/or graphics is equal– How do we do in MAC?

• Page Orientation– the determination of how material is arranged on a page

• Landscape– Layout on paper is wider than tall– Long side of paper is at the top of the document

• Portrait– Layout on paper is taller than wide– Short side of paper is at the top of the document

– How do we do in MAC?

Word Editing Tools

Word Automatic Editing Tools

• Word has three features that automatically change or insert text and graphics as you type

• You can easily customize the automatic changes that Word makes or turn off the features altogether

Word Automatic Editing Tools

AutoCorrect - automatically

• corrects many common typing, spelling, and grammatical errors

• inserts text, graphics, and symbols.

AutoComplete - gives one an opportunity to insert entire items such as:

• dates • AutoText entries

when you type a few identifying characters

Word Editing ToolsSpell Checker

• checks spelling as you type

• underlines unknown words with red line

• recognizes proper names

• ignores words with numbers or Internet and file addresses

Grammar Checker

• checks grammar errors as you type

• marks errors with green underline

Word Editing Tools

Revision Mark• shows where a deletion, insertion, or other editing

change has been made in a document

Comments• notes or annotations that an author or reviewer

adds to a document

Where do you see this tool used?

How do you turn the editing tool on?

Proofreading Tips

• double check for errors you typically make

• read out loud, read slowly, read one word at a time to determine if it makes sense

• look for formatting and alignment errors

• read what is actually on the page and not what you think

• proof before printing

Errors Missed by Spell Checkers

• names and addresses not in computer’s dictionary

• homonyms that are not misspelled but misused (i.e., they’re/their/there)

• numbers only verified by checking original copy

• repeated words and omitted words

• formatting errors such as incorrect paragraph indentions or spacing between lines and words

• punctuation or capitalization errors

Formatting Simple Tables

VOCABULARY• Tables – a simple way to organize information

using rows and columns to align data in an easy-to-read format.

• Align– refers to the arrangement of data in relation to a fixed point.

• Column – data aligned from top to bottom• Row – data aligned from left to right.• Columnar headings – used to identify the data in

each column of a table, they appear underlined and immediately above the column data.

• Main heading (primary heading) – keyed in all capital letters, this is the main title of the table.

GUIDELINES FOR FORMATTING SIMPLE TABLES

How do we create a table?• Center the table horizontally (equal blank

space on the left and right of the table)• Center the table vertically (equal blank

space at the top and bottom of the page)• Center the main heading. Key the

heading in all capital letters. Double space after the main heading


4. Column headings identify the data in each column of a table. Key column headings in initial capital letters. Underline the column headings unless in a ruled table (table with gridlines)

5. Column headings may be blocked (keyed at the tab stops set for the columns or left aligned) or centered.


6. Set tabs (or align data) for columns as follows:

• Use left alignment for columns that contain words.

• Use right alignment for columns that contain whole numbers.

• Use a decimal alignment for columns that contain decimal numbers (If the column has a column heading, right align the column heading so that it will align with the right edge of the column data.)

Other Formatting Features in Tables

• How do you format . . .– Borders in tables– Column and row size– Text to be centered at the top of the table– Horizontal centering of the table– Vertical centering of the table and data within

cells– Source notes (inside and outside) table– Shading within the table

04.03 6511 Keyboarding 23

Memorandums and Letters

Apply correct memo and letter formats.


What are Memorandums?

• A memorandum is a short message from one person to another in the same business or organization.

• Memorandums are usually referred to as memos.

• Memos have no salutation line and no signature area at the end.


Memo Formatting Rules

• Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

• Single Space within paragraphs and double space between paragraphs.

• All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)

Margins: TM-2inches RM-1inch

BM-1inch LM-1inch


Memo HeadingTypically, words in the memo heading are keyed in ALL CAPS, bold,

followed by a colon, and double spaced as follows:

TO: (Reader’s name)

FROM: (Author’s name)

DATE: (Complete and current date)

SUBJECT: (What the memo is about)


Memo heading

Memo body

Typist initials

Parts of a Memo

Entry


Notes to Remember! If someone other than the writer of the memo keys the

memo, typist initials should be included. Typist initials are keyed in lower case with no space and

no punctuation. If you have an attachment or enclosure notation, double

space after typing typist initials and type “Enclosure” or “Attachment.

Enclosure-Something is included with the memo. Attachment-Supporting document is attached by a

paper clip, staple, etc. If someone in addition to who the memo is originally

written will be receiving a copy of the memo, include a copy “c” notation.


Types of Letters

Personal—Business Letter• A personal-business letter is a letter that is sent from

an individual to a person or business/organization.

Business Letter

• A business letter is sent from a business or organization to another or to an individual.

• Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo.


Major Parts of a Letter1. Return Address-the address of the person

writing the letter. Letterhead if the letter is from a business.

2. Dateline-Complete and current date.3. Letter Address/Inside Address-the

address of the person receiving the letter.4. Salutation-the greeting of the letter.

Example: Dear Sir or Madam:5. Body-the message of the letter.6. Complimentary Close-the ending of the

letter. Example: Sincerely yours,7. Keyed Name-the authors typed name.8. Handwritten Signature-the author signs

the letter after it has been printed.9. Reference Initials-initials of the typist.


Formatting a Letter

• Paragraphs should not be indented in this style of letter.• Use a standard font style and font size i.e. Times New

Roman/Arial and 12 point font.• Single Space within paragraphs and double space

between paragraphs.

Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.

Top margin of the first page on a letter is 2”. Succeeding pages have a 1” top margin.

Side margins and Bottom margins are 1”. Margins:


Parts of a Block Style Letter

Return address

Letter address

Body

Complimentary Close

Enclosure notation

Date

Salutation

WriterCopy Notation—key a DS after the last line of the letter.


Special Letter Parts• Reference initials are used when someone

other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.

• Enclosure notation is used when additional items are included in the envelope with the letter.

• Attachment notation is used when additional items are clipped, stapled, etc… to the letter.

• Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.


• Reference Initials Typed a double space below the author’s keyed name.

• Enclosure Notation Typed a double space below the typist initials.

• Copy Notation Typed a double space below the enclosure notation.

Letter with Special Parts

SIMPLE REPORTS

Academic StyleBound/Unbound Reports

Key a heading in the top left corner on the first page. Double space between lines and include the following:

• Name of Student• Name of Instructor• Course Title• Date in military style (21 November 2004)

Double-space the body of the report—no exceptions.

Title Page (Cover Page)Only when required – then no heading on the

report.• Center the page horizontally and vertically.

• Include the following information (minimum):– Report Title– Writer’s Name– Date

• The course name and teacher’s name may also be included.

What is a Bibliography?

A listing of the all material used in the report (textual citations, footnotes, endnotes) and related material which may have been used but not cited. The bibliography is located at the end of the report.

• Margins are the same as for the report (using a 2” top margin).

• Center the title in ALL CAPS followed by a quadruple space. (Precede by a QS if references begin after the report body on the same page.)

• List references in alphabetical order by author last name.

Requirements for formatting a Bibliography

More requirements for formatting a Bibliography:

• Include a page number at the top right.

• Single space each entry; Double space between entries.

• Key each entry using a hanging indent (1st line begins at left margin; subsequent lines are indented by .5”)

Other requirements for formatting a Bibliography

• Underline or italicize books, magazines, and newspaper titles.

• Use quotation marks around titles of articles, poetry, and essays.