copyright 2006 south-western/thomson learning chapter 11 memos, e-mails, and letters
TRANSCRIPT
Slide 2
Memos
• Written (printed) messages used by people within an organization
• Begin with heading lines – To followed by the recipient’s name – From followed by the writer’s name– Date followed by the current date– Subject followed by the topic of the message
• The body (paragraphs) follows the headings
Lesson 90
Slide 3
Memo Format
Lesson 90
Default or 1" side margins
Heading words in ALL CAPS
Align at 1" tab setting
2" top margin
At least 1" bottom margin
Slide 4
Print Preview
• Feature used to check the layout of documents before printing
• To open Print Preview view, click the Print Preview button on the Standard toolbar
Lesson 90
• Toolbar gives options for viewing a document
One Page
Multiple Pages
Zoom
Slide 5
• Message delivered electronically using special software and a network
• Includes message body and heading lines– E-mail address of recipient– E-mail address of sender– Date message is sent– Subject of message
• May also include a copy or blind copy line
Lesson 91
Slide 6
E-mail Address
• Each address must be different from all others
• Contains a user name and a domain name separated by the at sign (@)
• Examples– [email protected]– [email protected]
Lesson 91
Slide 7
E-mail Message Guidelines
• Be courteous to others • Keep messages short and to the point• Place important points in the first few lines• Do not include private information• Do not use all caps• Use correct grammar, punctuation, and
capitalization • Proofread before sending the message
Lesson 91
Slide 8
Sample E-mail Screen
Lesson 91
Title barMenu bar
Toolbar
Heading lines
Formatting bar
Message body
Slide 9
Computer Virus
• Program that destroys or harms computer data• Can travel as an e-mail attachment• Scan e-mail messages with anti-virus software
to help prevent spreading of viruses
Lesson 91
Slide 10
Personal-Business Letter
• Formal document used to deal with personal matters
• Examples– Request information for a trip– Congratulate a friend on winning an award
• Often arranged in block style
Lesson 92
Slide 11
Personal-Business Letter Format
Lesson 92
Salutation
Return address and Date
2" top margin or center vertically
At least 1" bottom margin
Letter addressDefault or 1" side margins
Body
Complimentary close
Writer’s name
Reference initials and Enclosure note
Block Letter Style
Slide 12
Insert Date and Time
• Feature used to insert the date and/or time in a document
• To use– Choose Insert from
the menu bar
– Select Date and Time
Lesson 92
Slide 13
Check Grammar
• Feature used to check for grammar errors in a document
• Program marks possible errors• User can ignore or change words
Lesson 92
This option must be checked
Slide 14
Business Letter
• Formal document sent from a person in a business
• Similar to a personal-business letter but with no return address
• Printed on letterhead paper that shows the business name and address
Lesson 93
Slide 15
Business Letter Format
Lesson 93
Salutation
Letterhead
Letter address
Body
Complimentary close
Writer’s name
Reference initials and Enclosure note
Date
At least 1" bottom margin
Default or 1" side margins
2" top margin or center vertically
Block Letter Style
Slide 16
Vertical Alignment
• Feature that sets how text will be placed on the page
• Choose File, Page Setup to change settings
Lesson 93
Vertical Alignment can be used to center a letter on the page.
Slide 17
Envelopes
• Can be created using the Envelope feature • No. 10 size is commonly used for letters• To create
– Select Tools on the menu bar– Select Letters and Mailings– Click the Envelopes tab
Lesson 94
Slide 19
Labels
• Can be created using the Labels feature • Can be created for envelopes or folders• To create
– Select Tools on the menu bar– Select Letters and Mailings– Click the Labels tab
Lesson 94