MS Word IFinal Exam Review Presentation

What you should study to prepare for your written

exam.

Screen Elements• Rulers• Scroll Bars• Document Text

Area• Tabs • Quick Access

Toolbar• Office Button• Ribbons/Groups• Status Bar

Office Button• New Document• Open

Document• Print Document• Save• Save As• Close

• Publish• Word

Options

Ribbons & Groups• Home Ribbon Groups

– Clipboard, font, paragraph, styles, editing

• Insert Ribbon Groups– Pages, tables, illustrations, links,

header/footer, text & symbols

• Page Layout Ribbon Groups– Themes, page

setup/background, paragraph, arrange

Ribbons & Groups• Review

– Proofing Group

• View– Document view, show/hide,

zoom

Numbers & Symbols•1 !•2 @•3 #•4 $•5 %

• 6 ^• 7 &• 8 *• 9 (• 0 )

Memorandums• Top Margin 2”• Side Margins 1”• Guide words All Caps and

DS– To, From, Date, Subject

• SS body of memo• DS between paragraphs• Block style• Typists initials

Memorandums

•Used for interoffice communication

•Least formal type of business correspondence

•Similar to e-mail

Announcements

• Main Heading in all Caps, QS • Body is DS• Centered vertically & horizontally• Creativity is used with

– Consistent color theme in mind– Font size & style (1 or 2) – Image placement & design

(lines/borders)

Email Account Management

• Content and maintenance is YOURS• Check email daily• Reply to emails is within 24 hours

– usually the same day

• Delete unwanted messages• Keep messages remaining to a

minimum• File emails you wish to retain

Email Format & Content

• Guide Words include To: & Subject:– Your Name and Date appear on “their” copy

• The subject is a summary of the email– 3-5 Words, Title Format

• Start email with the name of addressee– Punctuation: comma if informal, colon if

formal

• Paragraphs are single spaced, doubles between

Email Format & Content

• Paragraph 1 introduces the topic• Paragraph 2 provides additional

details if needed• Paragraph 3 requests action.• Your Name ends the email (first name

only if informal, first & last name if formal).

• In a business setting, you would create a “signature.”

Letter Tips• All letters may use open or

mixed punctuation– OPEN punctuation example

•Dear Mrs. Mickelson•Sincerely

– MIXED punctuation example•Dear Mrs. Mickelson:•Sincerely,

Letter Tips• Block Style

– All text aligns at the left margin

– No indents!

• Typists initials (when used) are always LOWER CASE

Personal Business Letters

• Top Margin 2”• Side Margins 1”• SS body of letter• DS between paragraphs• Block style• Return address after typed

name

Personal Business Letters

• QS after Dateline• DS after Inside Address• DS after Salutation• QS after Complimentary

Close• DS between Return Address

and Enclosure/Attachment notation

Personal Business Letters

• More formal than a memorandum• Does NOT represent a company• Represents the person sending it• Usually typed by person sending

– Typist initials not used

• Common example is a request letter– For an interview – For information

Business Letters• Top Margin 2”• Side Margins 1”• SS body of letter• DS between paragraphs• Block style• ALWAYS uses company

letterhead

Business Letters• QS after Dateline• DS after Inside Address• DS after Salutation• QS after Complimentary Close• DS between Sender’s Name

and Typists initials• DS between Typists initials and

Attachment/Enclosure notation

Business Letters• MOST FORMAL type of

business communication• ALWAYS on letterhead

stationery • Usually typed by an assistant• NO RETURN ADDRESS–

its already on the letterhead!

Letterhead• Company Name• Full Company Address• Phone Number with Area

Code• Fax Number with Area Code• Website Address• Company Logo• OPTIONAL: email and motto

Reports• Top Margin 2”

– 1st page and Reference Page – All other pages 1”

• Side Margins 1”• Bottom Margin 1”• DS entire body• Indent paragraphs

Reports• Insert Page Numbers

– Top right corner– Never number the first page

Different first page

• Main Heading– Report Heading– “References”

– All Caps, Center, Bold

Reports• Side Headings

– Left Align, Bold, Initial Case

• Paragraph Headings– Indent, Underline– Use punctuation– Begin paragraph on same line

Spacing Reports• QS after Main Headings• QS after References• SS within a reference• DS between references• SS within a numbered list• DS between numbers

Reports• 5 Enters = 2” Top Margin• Numbered lists should be

indented• References should use

hanging indents• Avoid widows and orphans

Tables• Tables should be vertically

and horizontally centered• Main Heading

– Centered, All Caps, Bold

• Secondary Heading– Centered, Initial Case, Bold

Tables• QS after a Main Heading • QS after Secondary Heading

(second line) before body of table• Spacing depends on space

available• SS small areas• DS full page tables

Tables Using Tabs• Type your text with one tab

separating columns• Select all table columns and

estimate where to set tabs– Use Left justify for text– Use Right justify or Decimal tabs for

figures– Use the Center justify for the

headings

• Exceptions for figures being centered– Dates

Tables Using Tabs• Column heading go in last,

realign to compliment the columns

• DS the body– SS is acceptable with longer tables

• Divider lines are 1.5” – 12 pts.=18 underlines

• SS before the divider line for source notes

Tables & Boxes• Create a table using the Insert

Tables shortcut– # of rows & columns, including blank

lines

• Merge cells for the heading– do the same for the secondary heading

if needed

• Type in the information for each cell using the tab key to advance– you can tab to add rows at the end of

the last row.

Tables & Boxes• Adjust the columns

– Select filled column, Fit to Content for each column with text

– Turn off the borders of the table

• Or . . . choose different lines, colors, borders to make it look appealing

• Increase cell height & adjust centering– Adds spacing around headings

Proofreader Marks

Look for more Business classes:

• MS Word Advanced

• MS Integrated• Video Editing

and Digital Design

• Desktop Publishing

• Bs. Ed. Assistant

• $ and Sense• Accounting I &

II• Risky Business• Management &

Ethics• Business Coop