Interoffice Memos Unit 7

Memos Memos are written (typed) messages used by employees of the same organization to communicate with each other.

Overall Memo Format Top margin (TM): 2” Side margins (SM): default or 1” Bottom margin (BM): about 1”

Memo Heading Format Begin all heading lines of a memo at the left margin, as below: To: Tab twice, then key recipient name From: Tab once, then key senders name Date: Tab once, then key the date Subject: Tab once, then key the subject in ALL CAPITAL LETTERS. Ensure Heading items line up vertically after tabbing Double space (DS) between lines..

Memo Body All paragraphs of a memo begin at the left margin and are single spaced (SS), with a double space between paragraphs.

Reference Initials If someone other than the person the memo is from keys it, their initials are keyed in lower case letters at the left margin a double space below the body.

Attachments/Enclosures If another document is stapled to the memo the word Attachment is keyed at the left hand margin a double space below the reference initials. If a document goes with the memo, but is not stapled to it, the word Enclosure is keyed instead of Attachment.

Second Page Headings Occasionally a memo will be longer than one page. Only the first page has a two inch margin at the top. All additional pages should be keyed with a Second-Page Heading (8) keyed one inch from the top of the page, single spaced, in block format at the left hand margin and include: the name of the addressee(s), the page number and the date

Obtaining the one inch margin at the top of the page is achieved by: On page two of your letter, create a header by pressing, View, Header and Footer. From the Header and Footer Toolbar, click on the Page Setup icon. (It looks like an open book). Click Layout at the top of the Dialog Box. Check Different First Page. Change From Edge – Header to 1 inch. Click on OK.

Type the text in your header: Word Processing 1 Students (Press Enter) Business Typing Students (Press Enter) Page (Select Insert Page # icon from the Header and Footer Toolbar)(Press Enter) Date (Select the calendar icon from the Header and Footer Toolbar)(Press Enter) Close the footer. Type the text for page two of the letter.

Second Page Heading Make this look like a double space if necessary.

Finally, give yourself a pat on the back and high five your neighbor because you have just completed properly typing the first of many memos. DS rf (5) DS Attachments: Personal Business Letter Format Guide (6) Business Letter Format Guide Enclosure: MLA Report Writing Guide (7) HSTW Overview

SAVE Save this first document in your WP1 folder as MEMO GUIDE. You may be able to use it on your final exam if the class does a good job during this second quarter.

ADD A FOOTER Add a footer at the bottom of both pages Go to view on the main toolbar Select header and footer Scroll to the dash enclosed rectangle at the bottom of the page Place your insertion point in the upper left hand corner of the dash enclosed rectangle and type your name. Click on the Insert Auto Text bar on the Header and Footer Tool Bar Click on filename and path Click on Close Click on the icon that looks like a floppy disk on the Standard Tool Bar and print the Memo

E-mail Similar to memos, but the heading format is pre-established, with the rules for the body being the same. The heading may also include a Cc: line for sending a copy to other people and a Bcc: line for sending a copy to someone without the receiver knowing it.

Type lines 1-3 on page 60 two times and do a one minute timing on line 3, typing it as many times as you can in one minute. Key the memo on page 60 (MEMO22B1) Key the two memos on page 61, Insert your initials instead of XX on the first memo and at the end of the second memo. Proof and correct your copy, saving them as (MEMO22B2&3)

Personal-Business Letters Unit 9

A letter written by an individual, like yourself, to deal with business of a personal nature is called a personal- business letter and are written in block format.

Letters arranged in block format have all parts of the letter beginning at the left margin and paragraphs are not indented. Use open punctuation where no punctuation follows the salutation or complimentary close.

Overall Letter Format Same as for a Memo, 2” at the top, 1” at the sides. Letters may be centered vertically using Center Page feature with two hard returns after the end of the last sentence.

A footer should contain not only your name, but also your file name and path. Add the file name and path by going to view, header and footer, scroll down to the bottom of the page, type your name in the bottom left hand corner of the footer, tab two times and then click on Insert Auto Text and File Name and Path.