Creating a Cover Letter and a Resume Word Chapter 3 Creating a Cover Letter and a Resume

Objectives Format characters and paragraphs Insert and format clip art Set and use tab stops Identify the components of a business letter Insert the current date Create and insert a building block Insert a Word table, enter data in the table, and format the table Use a template to create a document Microsoft Office 2007: Introductory Concepts and Techniques

Objectives Fill in a document template Copy and paste using the Office Clipboard Indent paragraphs Insert a Quick Part Sort a List Use print preview to view and print a document Address and print an envelope Microsoft Office 2007: Introductory Concepts and Techniques

Plan Ahead to Get a Job! Design a creative letterhead Compose an effective cover letter Craft a successful resume Microsoft Office 2007: Introductory Concepts and Techniques

Creating the Cover Letter Enables you to elaborate on the positive points in your resume Shows the potential employer your writing skills (Change the style to No Spacing so there is no extra line spacing between lines) Microsoft Office 2007: Introductory Concepts and Techniques

Letter style used inside Chapter 3 is Modified Block Creating the Cover Letter Determine which letter style to use: Block = all components begin flush with the left margin Modified Block = the date, complimentary close, and signature block begin at the center of the page (or at the right margin) Modified Semi-Block = Modified Block style + paragraphs have a first-line indent style Letter style used inside Chapter 3 is Modified Block

Creating the Cover Letter Letterhead Date Line Inside Address Salutation Body Complimentary Close Enclosure Signature Block

Include All Essential Letter Elements Letterhead Date line = Month, day, and year; positioned 2-6 lines below the letterhead Inside address = placed 3-8 lines below the date line; usually contains the addressee’s title and full name, job title, company, and address Salutation = begins 2 lines below the inside address; use the recipient’s title and last name or job title (Avoid “To whom it may concern”)

Include All Essential Letter Elements Body (or message) = 2 lines below the salutation; paragraphs are single-spaced with one blank line between Complimentary close = 2 lines below the body; capitalize only the first word (ex., Sincerely yours) Signature block = at least 4 lines below the close; allows room for author to sign

Creating the Letterhead Portion Change the style to NO SPACING so there is no extra space when pressing ENTER Enlarge the author’s name (use the Grow Font button on the Mini toolbar (or the Home tab) Microsoft Office 2007: Introductory Concepts and Techniques

Enlarging the Author’s Name Grow Font button Name should be larger size than rest of letterhead text and possibly bold

Coloring Text Change the theme color first (in this case, Urban is used) Select text to be colored Click the Font Color button arrow in the Mini toolbar (or Home tab) Theme colors are at the top; Standard colors are at the bottom Choose a color that reflects your career goals Microsoft Office 2007: Introductory Concepts and Techniques

Coloring Text Microsoft Office 2007: Introductory Concepts and Techniques

Inserting Clip Art Clip art = a predefined graphic Clip Organizer = Microsoft Office’s collection of clip art, photographs, sounds, and videos For letterhead, insert a clip art image that reflects the type of job you are applying for To insert clip art, click the Clip Art button on the Insert tab, which will open the Clip Art task pane, then search for your image If asked to add more from online gallery, click Yes Microsoft Office 2007: Introductory Concepts and Techniques

Inserting Clip Art Clip Art task pane Microsoft Office 2007: Introductory Concepts and Techniques

Resizing a Graphic Instead of dragging the sizing handle(s), in this chapter you will use the Size dialog box: Format tab | Size Dialog Box Launcher In the Scale area, key a percentage for the height/width Microsoft Office 2007: Introductory Concepts and Techniques

Resizing a Graphic Using the Size Dialog Box Size Dialog Box Launcher Scale area Microsoft Office 2007: Introductory Concepts and Techniques

Recoloring a Graphic If the graphic’s color does not match your theme, click the Recolor button on the Format tab This will change the entire graphic to variations of the chosen color Microsoft Office 2007: Introductory Concepts and Techniques

Re-coloring a Graphic Microsoft Office 2007: Introductory Concepts and Techniques

Setting a Transparent Color in a Graphic Since recoloring a graphic makes the entire graphic the same color, sometimes it is necessary to change some parts of the graphic to transparent Click the Recolor button on the Format tab and choose Set Transparent Color Mouse pointer will change to a pen which is used to click the portion of the graphic you wish to become transparent Microsoft Office 2007: Introductory Concepts and Techniques

Setting a Transparent Color in a Graphic Microsoft Office 2007: Introductory Concepts and Techniques

Understanding Tab Stops Tab stop = a location on the horizontal ruler that tells Word where to position the insertion point when you press the TAB key By default, Word places tab stops at every ½ inch mark, indicated by small vertical tick marks on the ruler To set tab stops, you can click the position in the ruler or use the Paragraph dialog box Microsoft Office 2007: Introductory Concepts and Techniques

Setting Tab Stops Paragraph Dialog Box Launcher Then click TABS button

Setting Tab Stops Right-aligned Tab Stop Microsoft Office 2007: Introductory Concepts and Techniques

Understanding Tab Stops See Table 3-1 on Page 160 for a list of all tab markers

Bordering a Paragraph Border = a solid line on any edge of a paragraph To set a border on a paragraph: Click the Border button arrow on the Home tab to display the Border gallery Click the border’s position (bottom, top, left, right, etc.) To remove a border: Click No Border from the Border gallery Microsoft Office 2007: Introductory Concepts and Techniques

The Completed Letterhead Microsoft Office 2007: Introductory Concepts and Techniques

Clearing All Formats Clearing all formats actually sets the style to Normal To clear all formats, click the Clear Formatting button on the Home tab Microsoft Office 2007: Introductory Concepts and Techniques

Clear Formatting Microsoft Office 2007: Introductory Concepts and Techniques

Using AutoFormat As You Type Examples: Text, two hyphens, text, space = em dash text—text Fraction then space = condenses fraction to one space 1/2= ½ E-mail or Web Address = creates a hyperlink www.yahoo.com

Converting a Hyperlink to Regular Text Right-click the hyperlink Click Remove Hyperlink Or Undo when AutoFormat is applied Microsoft Office 2007: Introductory Concepts and Techniques

Adding the Date Line and the Closing In this chapter, you will use the Modified Block style, which places the date line and the closing at the center of the page (not centered) Set a left tab at 3.5” on the ruler Press TAB before keying the date line, the complimentary close, and the signature block Microsoft Office 2007: Introductory Concepts and Techniques

Setting Tab Stops Using the Ruler Microsoft Office 2007: Introductory Concepts and Techniques

Inserting the Current Date Instead of keying the current date, you can have Word insert it for you: Click the Insert tab on the Ribbon Click the Date and Time button The Update Automatically check box will keep the date always current Microsoft Office 2007: Introductory Concepts and Techniques

Inserting the Current Date in a Document Microsoft Office 2007: Introductory Concepts and Techniques

Creating a Building Block Building Block = stored text/graphic To create a building block: Key the text to be stored Click the Quick Parts button on the Insert tab Click Save Selection to Quick Part Gallery Give it a name To use a building block: Key the name you gave the building block and press F3 Microsoft Office 2007: Introductory Concepts and Techniques

Creating a Building Block Microsoft Office 2007: Introductory Concepts and Techniques

Inserting a Nonbreaking Space or Hyphen Nonbreaking space = a special spacebar character that prevents two words from splitting at the end of a line Nonbreaking hyphen = a special type of hyphen that prevents two words separated by the hyphen from splitting at the end of a line To create these: CTRL+SHIFT+SPACEBAR CTRL+SHIFT+HYPHEN Microsoft Office 2007: Introductory Concepts and Techniques

Inserting a Nonbreaking Space Microsoft Office 2007: Introductory Concepts and Techniques

Using Word Tables Tables help the reader interpret information Table terminology: Table = a collection of rows and columns Cell = the intersection of a row and a column Dimension = the total number of rows/columns

Inserting a Table Click the Table button on the Insert tab to display the Table gallery Choose the table’s dimension from the grid Tables are inserted at the insertion point and aligned at the left margin of the page, by default Microsoft Office 2007: Introductory Concepts and Techniques

Inserting a Table

Entering Data in a Table Use the TAB key to advance to the next cell on the right Use the SHIFT+TAB key to go back to the cell on the left Use the TAB key in the last cell of the table to add a new row ENTER lengthens the space in the cell; it does not advance to the next cell Use CTRL+TAB to insert a tab character inside a cell Microsoft Office 2007: Introductory Concepts and Techniques

Entering Data in a Table Microsoft Office 2007: Introductory Concepts and Techniques

Adding/Deleting Table Rows/Columns Use the Insert/Delete buttons on the Layout tab (or right-click)

Applying a Table Style Table Tools tab contains a Design tab and a Layout tab Click the Design tab to set a table style Microsoft Office 2007: Introductory Concepts and Techniques

Applying a Table Style Microsoft Office 2007: Introductory Concepts and Techniques

Resizing Table Columns to Fit Table Contents Layout tab | AutoFit button | AutoFit Contents Microsoft Office 2007: Introductory Concepts and Techniques

Resizing Table Columns to Fit Table Contents Microsoft Office 2007: Introductory Concepts and Techniques

Selecting a Table Position the mouse pointer in the table so that the table move handle appears Click the table move handle to select the entire table Microsoft Office 2007: Introductory Concepts and Techniques

Selecting a Table Table Move Handle Microsoft Office 2007: Introductory Concepts and Techniques

Centering a Selected Table Tables, by default, are left-aligned To center a table, select the entire table then click the Center button on the Home tab or on the Mini Toolbar To center text inside a cell(s), select just the text to be centered and click the Center button Microsoft Office 2007: Introductory Concepts and Techniques

Centering a Selected Table Microsoft Office 2007: Introductory Concepts and Techniques

Using AutoFormat to Bullet a List Press the ASTERISK key (*) as the first character on the line Press the SPACEBAR to convert the asterisk to a bullet character Type the first item in the list Press the ENTER key to place another bullet character at the beginning of the next line Microsoft Office 2007: Introductory Concepts and Techniques

Creating the Resume Resume = a document that shows a potential employer the positive points about you To create the resume, use Word’s Resume Template Template = a document which is similar to a form with prewritten text; includes content controls which contain instructions for filling areas of the template. To create the resume, Click the New button on the Office Button menu; then click Installed Templates Microsoft Office 2007: Introductory Concepts and Techniques

Creating the Resume

Creating the Resume Set the color scheme to Urban to match the cover letter (directions in text do not indicate this step) Use the Content Controls to enter text into the resume template Content Control = areas of the template file that contain instructions for completing it

Using the Office Clipboard Office Clipboard = a temporary storage area that holds up to 24 items (text or graphics) that have been copied from any Office program Button on the Home tab to view the Clipboard task pane Source document = document where items are copied from Destination document = document where items are pasted into Items remain on the Clipboard even after pasting Microsoft Office 2007: Introductory Concepts and Techniques

Copying Items to the Office Clipboard Microsoft Office 2007: Introductory Concepts and Techniques

Zooming Use the Zoom slider on the Status bar Microsoft Office 2007: Introductory Concepts and Techniques

Zooming Microsoft Office 2007: Introductory Concepts and Techniques

Entering a Line Break Line Break = SHIFT+ENTER = to advance the insertion point to the beginning of the next line, ignoring paragraph formatting Microsoft Office 2007: Introductory Concepts and Techniques

Entering a Line Break Microsoft Office 2007: Introductory Concepts and Techniques

Indenting a Paragraph Click the Increase Indent button on the Home tab to indent paragraphs one-half inch Microsoft Office 2007: Introductory Concepts and Techniques

Indenting a Paragraph Microsoft Office 2007: Introductory Concepts and Techniques

Entering Additional Sections in the Resume Insert tab | Quick Parts button | choose the sections/subsections to add to the resume Microsoft Office 2007: Introductory Concepts and Techniques

Entering Additional Sections in the Resume Microsoft Office 2007: Introductory Concepts and Techniques

Sorting Paragraphs Sorting = putting paragraphs in order (alphabetically in this exercise) To sort, click the Sort button on the Home tab Microsoft Office 2007: Introductory Concepts and Techniques

Sorting Paragraphs Microsoft Office 2007: Introductory Concepts and Techniques

Changing Theme Colors Text directions indicate to set the theme color to Urban AFTER you have finished the Resume but you will need to do this before setting text colors Microsoft Office 2007: Introductory Concepts and Techniques

Using Print Preview Print Preview = displaying the entire document in a reduced size so that a full page shows at one time This can be used to change margins, view multiple pages, print, etc. To Print Preview, point to Print on the Office Button menu and choose Print Preview Microsoft Office 2007: Introductory Concepts and Techniques

Using Print Preview Microsoft Office 2007: Introductory Concepts and Techniques

Creating and Printing an Envelope Select the address in the document Click Mailings on the Ribbon Click Envelopes Check all of the settings and add the return address if applicable Click Print You will use plain paper for these steps in the textbook Microsoft Office 2007: Introductory Concepts and Techniques

Address and Printing an Envelope Microsoft Office 2007: Introductory Concepts and Techniques

You will use plain paper for these steps in the textbook Creating and Printing a Label Select the address in the document (if you want the address to print on a label) Click Mailings on the Ribbon Click Labels Check all of the settings Click Print You will use plain paper for these steps in the textbook

Summary Format characters and paragraphs Insert and format clip art Set and use tab stops Identify the components of a business letter Insert the current date Create and insert a building block Microsoft Office 2007: Introductory Concepts and Techniques

Summary Insert a Word table, enter data in the table, and format the table Use a template to create a document Fill in a document template Copy and paste using the Office Clipboard Indent paragraphs Microsoft Office 2007: Introductory Concepts and Techniques

Summary Insert a Quick Part Sort a List Use print preview to view and print a document Address and print an envelope Microsoft Office 2007: Introductory Concepts and Techniques