1. Using Word to Format Business Documents
Chapter 5
Using Word to Format Business Documents

2. Using Font Attributes

3. VOCABULARY Enhancements
Visual additions to attract a reader’s attention to specific text.
Bold
Italics
Underline
Font style
Font size
Superscript
Shadow
Shimmer

4. Font refers to the type, or letters, in which a document is printed
consists of the typeface, style, size, and effect
attributes used to change appearance of font

5. Font Attributes

6. Font Attributes cont.

7. Font Attributes cont.

8. Font Attributes cont.
Where do we find all these Font Attributes?

9. VOCABULARY Horizontal alignment Vertical centering Page Orientation
Center – equal on both sides
Right – lines up on Right hand margin
Left – lines up on the Left hand margin
Justified
Vertical centering
the space at the top and bottom of the text and/or graphics is equal
How do we do in MAC?
Page Orientation
the determination of how material is arranged on a page
Landscape
Layout on paper is wider than tall
Long side of paper is at the top of the document
Portrait
Layout on paper is taller than wide
Short side of paper is at the top of the document

10. Word Editing Tools

11. Word Automatic Editing Tools
Word has three features that automatically change or insert text and graphics as you type
You can easily customize the automatic changes that Word makes or turn off the features altogether

12. Word Automatic Editing Tools
AutoCorrect - automatically
corrects many common typing, spelling, and grammatical errors
inserts text, graphics, and symbols.
AutoComplete - gives one an opportunity to insert entire items  such as:
dates
AutoText entries  when you type a few identifying characters

13. Word Editing Tools Spell Checker checks spelling as you type
underlines unknown words with red line
recognizes proper names
ignores words with numbers or Internet and file addresses
Grammar Checker
checks grammar errors as you type
marks errors with green underline

14. Word Editing Tools Revision Mark
shows where a deletion, insertion, or other editing change has been made in a document
Comments
notes or annotations that an author or reviewer adds to a document
Where do you see this tool used?
How do you turn the editing tool on?

15. Proofreading Tips double check for errors you typically make
read out loud, read slowly, read one word at a time to determine if it makes sense
look for formatting and alignment errors
read what is actually on the page and not what you think
proof before printing

16. Errors Missed by Spell Checkers
names and addresses not in computer’s dictionary
homonyms that are not misspelled but misused (i.e., they’re/their/there)
numbers only verified by checking original copy
repeated words and omitted words
formatting errors such as incorrect paragraph indentions or spacing between lines and words
punctuation or capitalization errors

17. Formatting Simple Tables

18. VOCABULARY
Tables – a simple way to organize information using rows and columns to align data in an easy-to-read format.
Align– refers to the arrangement of data in relation to a fixed point.
Column – data aligned from top to bottom
Row – data aligned from left to right.
Columnar headings – used to identify the data in each column of a table, they appear underlined and immediately above the column data.
Main heading (primary heading) – keyed in all capital letters, this is the main title of the table.

19. GUIDELINES FOR FORMATTING SIMPLE TABLES
How do we create a table?
Center the table horizontally (equal blank space on the left and right of the table)
Center the table vertically (equal blank space at the top and bottom of the page)
Center the main heading. Key the heading in all capital letters. Double space after the main heading

20. GUIDELINES FOR FORMATTING SIMPLE TABLES
Column headings identify the data in each column of a table. Key column headings in initial capital letters. Underline the column headings unless in a ruled table (table with gridlines)
Column headings may be blocked (keyed at the tab stops set for the columns or left aligned) or centered.

21. GUIDELINES FOR FORMATTING SIMPLE TABLES
Set tabs (or align data) for columns as follows:
Use left alignment for columns that contain words.
Use right alignment for columns that contain whole numbers.
Use a decimal alignment for columns that contain decimal numbers (If the column has a column heading, right align the column heading so that it will align with the right edge of the column data.)

22. Other Formatting Features in Tables
How do you format . . .
Borders in tables
Column and row size
Text to be centered at the top of the table
Horizontal centering of the table
Vertical centering of the table and data within cells
Source notes (inside and outside) table
Shading within the table

23. Memorandums and Letters
Apply correct memo and letter formats.
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24. What are Memorandums?
A memorandum is a short message from one person to another in the same business or organization.
Memorandums are usually referred to as memos.
Memos have no salutation line and no signature area at the end.
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25. Memo Formatting Rules
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.
All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)
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26. Memo Heading Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by a colon, and double spaced as follows:
TO: (Reader’s name)
FROM: (Author’s name)
DATE: (Complete and current date)
SUBJECT: (What the memo is about)
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27. Parts of a Memo Entry Memo heading Memo body Typist initials
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28. Notes to Remember!
If someone other than the writer of the memo keys the memo, typist initials should be included.
Typist initials are keyed in lower case with no space and no punctuation.
If you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment.
Enclosure-Something is included with the memo.
Attachment-Supporting document is attached by a paper clip, staple, etc.
If someone in addition to who the memo is originally written will be receiving a copy of the memo, include a copy “c” notation.
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29. Types of Letters Personal—Business Letter
A personal-business letter is a letter that is sent from an individual to a person or business/organization.
Business Letter
A business letter is sent from a business or organization to another or to an individual.
Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/ , and logo.
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30. Major Parts of a Letter
Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.
Dateline-Complete and current date.
Letter Address/Inside Address-the address of the person receiving the letter.
Salutation-the greeting of the letter. Example: Dear Sir or Madam:
Body-the message of the letter.
Complimentary Close-the ending of the letter. Example: Sincerely yours,
Keyed Name-the authors typed name.
Handwritten Signature-the author signs the letter after it has been printed.
Reference Initials-initials of the typist.
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31. Formatting a Letter Margins:
Top margin of the first page on a letter is 2”. Succeeding pages have a 1” top margin.
Side margins and Bottom margins are 1”.
Margins:
Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.
Paragraphs should not be indented in this style of letter.
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.
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32. Parts of a Block Style Letter
Return address
Date
Letter address
Salutation
Body
Complimentary Close
Copy Notation—key a DS after the last line of the letter.
Enclosure notation
Writer
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33. Special Letter Parts
Reference initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.
Enclosure notation is used when additional items are included in the envelope with the letter.
Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.
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34. Letter with Special Parts
Reference Initials Typed a double space below the author’s keyed name.
Enclosure Notation Typed a double space below the typist initials.
Copy Notation Typed a double space below the enclosure notation.
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35. SIMPLE REPORTS

36. Academic Style Bound/Unbound Reports
Key a heading in the top left corner on the first page. Double space between lines and include the following:
Name of Student
Name of Instructor
Course Title
Date in military style (21 November 2004)
Double-space the body of the report—no exceptions.

37. Title Page (Cover Page) Only when required – then no heading on the report.
Center the page horizontally and vertically.
Include the following information (minimum):
Report Title
Writer’s Name
Date
The course name and teacher’s name may also be included.

38. What is a Bibliography?
A listing of the all material used in the report (textual citations, footnotes, endnotes) and related material which may have been used but not cited. The bibliography is located at the end of the report.

39. Requirements for formatting a Bibliography
Margins are the same as for the report (using a 2” top margin).
Center the title in ALL CAPS followed by a quadruple space. (Precede by a QS if references begin after the report body on the same page.)
List references in alphabetical order by author last name.

40. More requirements for formatting a Bibliography:
Include a page number at the top right.
Single space each entry; Double space between entries.
Key each entry using a hanging indent (1st line begins at left margin; subsequent lines are indented by .5”)

41. Other requirements for formatting a Bibliography
Underline or italicize books, magazines, and newspaper titles.
Use quotation marks around titles of articles, poetry, and essays.