1. Computer Skills & Applications MODULE 5: Word Processing Basics & Business Correspondence
Paragraph Formats, Operational Keys,
Business Letters, Personal Business Letters,
Memos and Tables
Computer Skills and Applications - Module 5

2. Formatting a Word Document
Apply formatting and editing features and operational keys appropriately.
Computer Skills and Applications - Module 5

3. Word Processing
Word Processing software is a type of application software that is used for creating text documents
Such as:
Letters
Memos
Reports

4. Typing Paper (Copier/Printer Paper)
Standard Paper Size: 8 ½ x 11 inches
There are 66 lines per page.
Six lines equals one vertical inch.

5. Page Orientation
Orientation : the direction in which you can print on a page
Portrait : height is greater than the width
Landscape : width is greater than the height
Portrait
8 ½” x 11”
Landscape
11” x 8 ½”
Most word processing documents are printed in portrait orientation.

6. Document Margins
Margin – the blank space at the top, bottom, left, and right of a document where you cannot type
Header: allows you to type above the top margin at the top of each page of a document
Footer : allows you to type below the bottom margin at the bottom of each page of a document

7. How to Format Document Margins
Click on the
Margins drop down menu
on the LAYOUT Tab
Then choose the
Margins tab and make necessary changes to the
Top, Bottom, Left, & Right margins.
Default should be 1” for each. Some documents will call for a 2” top margin.

8. Text Alignment
Tool Bar Alignment Buttons
Justify
Left Align
Right Align
Center Align
Alignment – the way multiple lines of text line up along the left, right, or both margins
Left align – text is lined up along the left margin, leaving a jagged right margin
Right align – text is lined up along the right margin, leaving a jagged left margin
Center align – text is centered between both margins, resulting in jagged left and right margins
Justified – text is aligned along the left and right margins, with no jagged edges
Left align – text is lined up along the left margin
Right align – text is lined up along the right margin
Center align – text is centered on the page
Justified – text is lined up along both margins

9. Line Spacing
Line spacing – the spacing between lines of text in a document
Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document
Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document
Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document
Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document
Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

10. Shift – Used to capitalize alphabetic keys and type symbol keys
Operational Keys
Home – moves the cursor to the beginning of a line
Backspace – deletes text to the left of (behind) the cursor
Insert – allows text to be inserted within a line of text
Page Up – moves one screen above the current cursor position
Escape (Esc) – allows you to exit unwanted menus and dialog boxes
Tab – used to indent; moves the cursor 5 spaces on a line
Num Lock – locks the numbers of the numeric keypad
Delete – deletes text directly in front of (to the right of) the cursor
Page Down – moves one screen below the current cursor position
End – moves the cursor to the end of a line
Caps Lock – Locks the alphabetic keys in uppercase
Enter – used to move the cursor down to the next line
Shift – Used to capitalize alphabetic keys and type symbol keys
Alternate (Alt) – used with other keys to access commands on the menu bar
Control (Ctrl) – used with other keys to execute (carry out) out commands
Arrow keys – move the cursor in the direction of the arrow, one character at a time

11. Operational Keys to Save Time!
Control and Page Up –
quickly moves you to the first page of a multi-page document
Control and Home –
quickly takes you to the first line of a document
Control and End –
quickly takes you to the last line of a document
Control and Page Down –
moves you to the next page of a multi-page document

12. Function Keys Allow you to quickly access frequently used functions
Examples:
F1 – allows you to access the Help feature
F5 – Plays a PowerPoint (full screen)
F7 – allows you to access the Spell Check feature
Visit for more information on Function Keys

13. Implement paragraph formats.
Computer Skills and Applications - Module 5

14. Paragraph Formats: Block Style
all lines of text are aligned with the left margin
the first line of a paragraph is not indented
commonly used when formatting letters and memos
Example:
In a block style paragraph, all lines are aligned against the left margin. Do not tab/indent any lines. You should use a double space between paragraphs when using a block style paragraph formatting.
Left Margin

15. Paragraph Formats: Indented Style
the first line of a paragraph is indented use the Tab key to indent paragraphs commonly used when formatting reports
Example:
Indented paragraphs use a tab to indent the first line of the paragraph. All other lines are aligned to the left margin.
Left Margin

16. Paragraph Formats: Hanging Indent Style
a temporary left margin that indents all lines except the first line of text the first line is flush with the left margin; each additional line is indented commonly used when citing bibliography sources
EXAMPLE:
Coolkid, One. (2006). Cool Kids and How They Demonstrate Character. Character University. Retrieved January 2, 2006 from the World Wide Web:
Left Margin

17. American Heart Association
Horizontal Centering
When text is centered between the left and right margin
Commonly used when formatting:
Invitations
Announcements
Title pages
Lets Hoop It Up!
Participate in our
Hoops For Heart
Campaign to help raise money for the
American Heart Association
February 27-March 3, 2017
See your PE teacher for more details.

18. How to Horizontally Center
Click on the
Center Alignment button on the HOME Tab
Or you may open up your Paragraph Dialog box and select the alignment of Center
Shortcut Commands
you can select all
(Ctrl A) and use (Ctrl E) to center.

19. American Heart Association
Vertical Centering
Lets Hoop It Up!
Participate in our
Hoops For Heart
Campaign to help raise money for the
American Heart Association
February 27-March 3, 2017
See your PE teacher for more details
When text is centered
between the
top and bottom margin
Commonly used when formatting:
Invitations
Announcements
Title pages

20. How to Vertically Center
You should open up your Page Setup Dialog box and select the Layout Tab
Then Select the drop down menu for the Page:
Vertical Alignment
Choose - Center

21. Personal-Business Letters vs. Business Letters
Computer Skills and Applications - Module 5

22. Types of Letters Personal-Business Letters:
A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization.
Business Letters:
A business letter is sent from a business or organization to an individual or to another business or organization.
Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/ , and logo

23. 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 (spell out the month)
Example: June 20, 2018
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. (the paragraphs / Block Style)
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.
Sign between your Complimentary Close and Typed Name (in the QS)
Typist Initials-initials of the typist. (lowercase / no spaces or punctuation between)

24. Formatting a Letter Margins: TM-2inches RM-1inch BM-1inch LM-1inch
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
Times New Roman/Arial and 12 point font.
Single Space (SS) within paragraphs
Double Space (DS) between paragraphs.

25. Parts of a Personal-Business 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

26. Punctuation Styles Open Punctuation
There is not a colon or comma in the salutation and there is not a comma in the complimentary closing.
OPEN Punctuation Example:
Dear Ms. Smith
Sincerely yours
MIXED Punctuation Example:
Dear Ms. Smith:
Sincerely yours,
Mixed Punctuation
A colon : is in the salutation and a comma , is in the close.

27. Business Letter with Open Punctuation
Letterhead:
The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/ , and logo.
Open Punctuation:
The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

28. Special Letter Parts
Typist 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.

29. Remember…
A personal business letter is correspondence sent from an individual using their home address to a person or organization.
A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.
The top margin is usually 2“, side and bottom margins are typically 1".
Block format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin.
Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.
Enclosure/Attachment and Copy notations appear a double space (DS) below the typist initials.

30. Memorandums
Memos
Computer Skills and Applications - Module 5

31. What is a Memorandum?
Memorandums (memos) are forms of written communication used by individuals within the same business or organization to communicate with each other.
It is best to use word processing software (MS WORD)
to create a memorandum.
Remember, unlike a letter, that you do NOT have
a salutation or complementary close in a memorandum.
The customary standard margins are used:
2” top margin, 1” side margins, and a least a 1” bottom margin.
*In today’s office place we may use an to replace the use of a memo.

32. Parts of a Memo Memo Headings
Headings begin at the left margin. Remember to follow each heading with a colon (:) and type in ALL Caps or Initial Cap, Double Space between headings/entries
Entry
An entry is the information that follows the memo heading. Pressing the TAB once or twice aligns each entry.
Body
Message of the Memo. Paragraph form, single space within the paragraph and double space between paragraphs.
Typist Initials
Used is someone other than the author types the Memo.
First & Last name initials, lowercase
Attachment Notation
A special notation at the end of a memo or letter that indicates that an item(s) is physically attached to
the letter or memo.

33. Apply Correct Table Formats
Tables
Apply Correct Table Formats
Computer Skills and Applications - Module 5

34. What is a Table?
A table is a grid of rows and columns used to display and organize information.

35. Creating a Table Columns Cell Rows Gridlines
Tables are created by defining the number of rows and columns that will be needed to enter information.
Rows show the horizontal arrangement of data.
Columns show the vertical arrangement of data.
Cells are the boxes that are formed as the row and column intersect.
Gridlines are the vertical and horizontal lines in the table.
Columns
Cell
Gridlines
Rows

36. EAST MIDDLE SCHOOL Career and Technical Education
Formatting a Table
EAST MIDDLE SCHOOL Career and Technical Education
Center the main title in all capital letters and bold.
Center the secondary title in initial caps and bold. DS
Right align number entries.
Left align or center text entries. DS
Key the $ symbol in the first entry to show currency.
Center and bold column headings.
Teacher
Subject
Remaining Budget
James Massey
Career Decisions
$900.32
Carrie Shore
Business Technology
834.90
Mandy Johnson
Keyboarding
547.24
Source: EMS Faculty Handbook
SS or DS between table entries (body).
Left align the source note under the table, which identifies the source of the information in the table.
Computer Skills and Applications - Module 5

37. Parts of a Table Main Title Secondary Title Column Headings Body
TOP 10 BROADWAY GROSSES
Week Ending September 12, 2003
Production
Gross This Week
Gross Last Week
Annie Get Your Gun
$572,885
$671,363
Cabaret
466,670
515,787
Fosse
566,644
605,993
Les Miserables
375,318
436,915
Miss Saigon
395,522
434,641
Ragtime
420,902
539,159
The Lion King
880,717
875,772
Totals
$3,678,658
$4,079,630
Source: Online Productions
Key the $ symbol in the first entry to show currency for the number entries.
Column Headings
Body
Source
Key the $ symbol with total entries to show currency.
Computer Skills and Applications - Module 5

38. Inserting Tables If the table is the only object on the page:
Center the table vertically, leaving equal top and bottom margins.
Center the table horizontally, leaving equal left and right margins.
For best results use automatic vertical and horizontal centering features in your word processing software (see slide 20 for details ).
Equal
left and right margins
Equal
top and bottom margins

39. Inserting Tables If the table is inserted between text:
Double space above and below the table. DS DS

40. Table Notes to Remember
Center the main title in all capital letters and bold.
Double space after the main title.
Center secondary titles in initial caps, and bold.
Double space after the secondary title.
Center align and bold column headings.
Single or Double space is appropriate between entries.
Text entries may be aligned on the left or centered.
Numerical entries are usually right aligned.
The source note should be left aligned under the table.
Computer Skills and Applications - Module 5