Amber Krasny, MBA, CPC, CMRS

Tonight, we will talk about:◦ Multi-page letters◦ Audience Analysis◦ Language Arts:

Comma Usage Common Inconsistency

◦ Delivery Notation◦ Phone Interviews◦ Memo Reports◦ Introduction to Week

Five

Please have your 2003/2007 Word Manual ready for tonight’s seminar.

Also, please have your textbook ready as well.

Type “Yes” when you have both in front of you.◦ We will start first with

the Manual.

Week 4 discusses several types of business correspondence, including:

◦ Multi-page letters and memos

◦ Special letter features

November 17, 2009

Dr. Tom Smith8726 East Ridge DriveOklahoma City, OK 73112

Dear Dr. Smith:

I am pleased to share with you my exciting news! Due to my experience as working as manager of the Women’s Center, I have been selected as a finalist for Woman of the Year in Medicine.

In the 2003/2007 Word manual, please refer to R-5A & R-5B. ◦ This is an example

of the basic parts of a multipage letter.

How do you insert page numbers in a multipage letter?

Please type your answer now.

When completing a multipage letter you must , 2003:◦ Use the Insert Page Numbers feature◦ Insert the page number at the top right of the second

and succeeding pages.◦ What am I forgetting to reset on the box above?

Please type your answer, now.

I forgot to uncheck the “Show number on first page” checkbox.

Multi-Page letters start the page numbering on page 2.

In 2007:◦ Click on the Insert Ribbon◦ Click on the Page Number, drop down arrow◦ Place your mouse cursor on the location where you

want the page number displayed◦ Click to select the type of formatting you would like.

To remove the page number from the first page:◦ Click the Page

Number drop down arrow

◦ Click to select Format Page Numbers

◦ In the Start at box, type 0.

Is it easier to write someone you work with, a friend or a person you do not know?

Please type your answer now.

Often, it is easier to create a message for a relative or close friend. That is because you know your “audience.”

When you are creating a business document, that will be shared with others, it is best to perform an audience analysis before you begin.

Let’s look at the audience analysis in your textbook, page 257.

Audience Analysis steps:

Who? What? Where? How to respond?

Please take a quick moment to read the rule and examples about using a comma before and after a nonessential expression on page 257.

Please let me know you have reviewed it by typing “ok”.

Why do the following sentences need commas?◦Andre, who was there, can verify the

statement.◦Van’s first book, Crisis of Management,

was not discussed◦Joseph, who is a pilot, will fly to Europe.

These are all examples of nonessential expressions.

A nonessential expression is a group of words that my be omitted without changing the basic meaning of the sentence. ◦Sentence one: who was there◦Sentence two: Crisis of Management◦Sentence three: who is a pilot

The lovely, vivacious woman is a cancer survivor.

Both lovely and vivacious modify the subject woman and are therefore set off with commas. So the second adjective is not followed by a comma.

Please type the sentences below, adding a comma if needed:

◦ The school president Mr. Roberts will address the students.

◦ Students planning to take the certification test must register for the orientation class.

The school president, Mr. Roberts will address the students.

Students planning to take the certification test must register for the orientation class.

If included in the letter, where should be delivery notation, be entered?

A. After the postscriptB. Between the company name and the writer’s

name, at the end of the letterC. On the line below the enclosure notation, or the

reference initials.

Please type the letter of the correct answer, now.

C, It should be typed on the line after the enclosure notation.◦ How many of you knew this answer? Without

using the book??? ◦ How many have ever used the Delivery Notation?

It can help alleviate a lot of confusion to the letter recipient.

Company name Reference initiations Enclosure notation Delivery notation Copy notation Postscript notation Blind Copy notation

Let’s review these on page 268 and 269 in your textbook.

Should be typed on the second line below the date.

Notation should be in ALL CAPS Return Twice to begin the inside address

What is an example of an On-Arrival Notation?

Should be typed on the second line below the date.

Notation should be in ALL CAPS Return Twice to begin the inside address

What is an example of an On-Arrival Notation?◦ CONFIDENTIAL◦ ATTENTION

What are the overall skills required for a person who chooses the field of medical office personnel and/or medical transcriptionist?

How would your skills in keyboarding help you?

Date Time Patient Name

Diagnosis

Insurance

4/21/09 4:00 pm

John Doe

Strep Blue Cross

4/21/09 5:00 pm

Jane Doe

Strep Blue Cross

When adding a table to a document:◦ Enter 2 times before

the table, and once after the table, if the document is single spaced.

◦ If a double-spaced document, enter 1 time before and after the table.

◦ True or False --- in business documents, is it okay to split a table between two pages?

Date Time Patient Name

Diagnosis

Insurance

4/21/09 4:00 pm

John Doe

Strep Blue Cross

4/21/09 5:00 pm

Jane Doe

Strep Blue Cross

False, do not split a table between two pages…just add the table to the top of the next page.

Which brings to mind…how do you insert a page break manually in Word?

Insert a page break:

On the Insert Ribbon, click to select Page Break.

2003: Click on Insert Menu Option, select Page Break.

After you complete your degree and start seeking employment you may be asked to have a phone interview.

Has anyone ever experienced a phone interview?

The participants in a phone interview can’t see facial expressions or body language.

Still, it is possible to make a great impression in the phone interview, follow these ideas:◦ Learn about the firm

beforehand◦ Have your resume

on hand◦ Eliminate

distractions

◦Make a brief, positive opening comment about the company.

◦Ask what the interviewer wants the candidate to accomplish.

◦Take notes to refer to them to show good listening skills.

◦Remember your goal; to get to a face-to-face interview.

In this week, you will be covering several different types of tables: ◦ Tables with footnotes◦ Tables with braced column headings◦ Pre-designed tables◦ Multi-page tables

If we still have questions after seminar has ended, please move over to AIM or email me, as I will be online until 9:30 pm.

Take care, and see you in seminar next week.