1. Business Correspondence Documents
Data Input Skills

2. Memo
Interoffice Memorandums – Written messages used by employees within an organization to communicate with one another.

3. Memo Formatting MARGINS: HEADING – ALL CAPS starting at left margin
Top - 2 inches
Sides and Bottom – 1 inch
HEADING – ALL CAPS starting at left margin
TO:
FROM:
DATE:
SUBJECT:
Double Space (DS) between each entry of the heading.
Align Heading entries at the horizontal 1 inch mark.
Use TAB to get to the one inch mark, and expose your ruler

4. Memo Formatting Memo body:
All paragraphs of the memo begin at the left hand margin
BLOCK FORMAT
Paragraphs are Single Spaced (SS) with a Double Space (DS) between paragraphs

5. Memo Extras
Reference Initials – If someone other than the originator of the memo keys it, his/her initials are keyed in lowercase letters at the left margin, Double Spaced (DS) below the body
Attachment/Enclosure Notations – If another doc is attached, key Attachment below the last line of the body or reference initials.
If a doc accompanies a memo but is not attached, key the word Enclosure

6. Memo Settings Review Set line spacing and line leading Set the margin
Expose the ruler
Use the current date unless otherwise stated
Type your initials for Reference Initials
If not specified, use the formatting defaults:
Times New Roman, Arial, Calibri
11-point font

7. Memo Assignment Key the memo on Pg 56. Save in BTA folder as Memo 1
Put the current date
Put your initials
Remember to set the formatting
Key the memo on Pg 57. Top memo
Save as Memo 2
Don’t forget the enclosure

8. Memo Creation
Create a memo that outlines how you plan to make better grades this nine weeks in this class.
Follow all formatting correctly – Pg 56
Send memo to Whitney Welch
Body of Memo must be 150 words minimum
Attach the grades from the first nine weeks.
So attachment should appear at the bottom of memo and somewhere in the body should state that your first nine weeks grades are attached.
Save As Grades Memo in Student U:/ BTA folder.
Send Memo to me by student for a grade.

9. Email Electronic Mail – Used in most business organizations.
Because of the ease of sending, s have somewhat replaced the memo and business letter
The is delivered within seconds, in the same building or any computer in the world.

10. Email format The heading will include:
TO:
SUBJECT:
CC:
All heading entries will be DS between
DS after last heading entry
Level of Importance – Drop down box with High, Normal, Low

11. Email TO: Email address SUBJECT:
CC: Carbon Copy – Who copies of the are being sent to, address
Bcc: ?
The name of the sender and the date are automatically entered into the by the server.
Use the TAB key to jump from form line to form line in an server form

12. Email EMAIL BODY Attachments Address Book – Contacts Block format
SS inside of and DS between paragraphs
Attachments
Paper clip
Browse – Find document
Attach File - It will appear in gray on pop up window
Address Book – Contacts
Once an address in entered, a copy will be saved to the address book, click on TO: in order to select from the book

13.
Student Accounts are located under the Favorites (star) on the Internet Explorer toolbar

14. Email Assignment Create the email on top of Pg 59.
TO:
Carbon Copy yourself
Save AS: 1 in your BTA folder
Use your student to send 1 as an ATTACHMENT to
Mark as HIGH level of priority
THEN:
Two different s should be sent to 2 separate classmates.
Any classmate will do, just be able to verify they received it

15. Unbound Reports Reports prepared without covers and binders
Example on Pg 65
If they are more than one page, they are fastened together in the upper-left corner by a staple or paper clip.

16. Unbound Report Settings
Margins
2” – top
1” – left, right and bottom
Not Block Style – Indent all paragraphs
Spacing
Double Space the entire body of the document, including all heading types
Reference Page will have special spacing

17. Unbound Reports Main Heading Side Headings Reference Heading Centered
ALL CAPS
Bold
14-pt font
Side Headings
Aligned Left
12-pt font
Reference Heading

18. Unbound Reports In-Text Citations Citations include: Internet Citation
References used to give credit for paraphrased or quoted material
Keyed in parenthesis in the body of the report
Citations include:
Name of author
Year of Publication
Page number of material
Internet Citation
Year of publication
If there are two articles by the same author, include the title of the article

19. Unbound Reports
Quotations of up to 3 keyed lines are enclosed in quotation marks “ ”
Long quotes (4 or more lines) will be left indented
An ellipse is three periods (…)
Will indicate material omitted from a quote
Have a blank space before and after the ellipse
If the omitted material occurs at the end of a sentence, put the punctuation before the ellipse

20. Unbound Reports Reference List
All references used in a report should be listed at the end of the report under the REFERENCE heading
AKA Bibliography or Works Cited page
Quadruple Space (QS) after the last line of the report and before the Reference heading
DS after the Reference heading
Begin the first line of each reference at the left margin
Indent continuing lines 0.5 inches (one tab strike)
Single space continuing lines
References are listed in alphabetical order by authors last names.
Double Space (DS) between references

21. Unbound Reports Review
Set Line spacing and Line leading
Set the margins
Double space
Format each heading properly
Format In-text Citations
Create and format a Reference List

22. Unbound Report Assignment
Key the Unbound Report on Pg 65.
Save As: Report 1 in Student U:// BTA folder

23. Friday Unbound Report Assignment
Key Report on Pg 70-71
Save As: Report 2 in Student U:// BTA folder
Report to me for a grade. address is on the board.

24. Completion Day Memo Email Unbound Report Pg 56 Save As: Memo 1
Pg 57-top, Save As: Memo 2
Pg 59, Save As 1
addressing changes in school
Unbound Report
Pg 65 Save As: Report 1
Pg Save As:Report 2

25. Business Letters
A letter written by an individual to deal with business
Business letters are in Block Format

26. Business Letters Margins First Page All other pages Top 2 inches
Bottom, left, and right 1 inch
All other pages
1 inch on top, bottom, left, and right

27. Business Letters Basic parts of a Business Letter Special Parts
Return Address
Date
Letter Mailing Address
Salutation
Body
Complimentary Close
Name of the Writer
Special Parts
Reference Initials
Attachment/Enclosure notation

28. Business Letter Basic Parts
Return Address – two lines
First line - street address
Next line - City, State, ZIP Code
SS then:
Date – one line Month, Day, and Year
Quadruple space (QS) after the Date

29. Business Letter Basic Parts
Letter Mailing Address – 3 lines
1st line - Key a personal title (Mr. Mrs. Dr. Lt.) followed by the receivers name
2nd line – Street Address
3rd line – City, State, and ZIP
Double Space after the Letter Mailing Address

30. Business Letter Basic Parts
Salutation – one line
Must be professional (To Whom it May Concern, Dear …)
No punctuation after the salutation
Double space after the salutation
Body of Letter
Block Style
Single space inside of paragraphs
Double space between new paragraphs
Double space after the Body of the Letter

31. Business Letter Basic Parts
Complimentary Close
Sincerely or Thanks. Must be professional
No punctuation
Quadruple space after the complimentary close
This is where you would put your signature – in pen
Name of the writer – Originator of the message
May have a personal title before it (Mr. Mrs. Dr. Lt.)
May have a job title following it, single spaced below
Double space after the name of the writer if any extras appear

32. Business Letter SPECIAL PARTS
Letter may include these extras:
Reference Initials
Attachment/Enclosure notations

33. Business Letter SPECIAL PARTS
Reference initials
Place initials if letter is keyed by someone other than the originator
Double space after the reference initials

34. Business Letter SPECIAL PARTS
Attachment/Enclosure notation
If doc is attached, key attachment after DS
If doc is not attached but enclosed, key enclosure after DS

35. Business Letter Review
Set line spacing and line leading
Set margins
Note the different line spacings
Return address
Date
Letter mailing address
Salutation
Body
Complimentary close
Name of writer
Extras

36. Business Letter Assignment
Key the professional business letter on Pg 78.
Save As: Letter 1
Pay attention to the details

37. Envelops and Labels To create an envelop, go to: Items to be defined
Mailings > Envelops
Items to be defined
Letter Mailing Address – Delivery Address
Return Address
Change Feed
4 1/8 x 9 ½ inches is the default envelop size

38. Envelops and Labels To create a label: Things to be defined
Mailings > Labels
Things to be defined
What to print
Full page or single label
Click on Label to change the size of the labels

39. Mail Merge To create a Mail Merge: Mailings > Mail Merge
Select Recipients
Edit Recipients