1. Chapter 11 Memos, E-mails, and Letters
Copyright 2006 South-Western/Thomson Learning

2. Memos Written (printed) messages used by people within an organization
Begin with heading lines
To followed by the recipient’s name
From followed by the writer’s name
Date followed by the current date
Subject followed by the topic of the message
The body (paragraphs) follows the headings
Lesson 90
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3. Memo Format Align at 1" tab setting 2" top margin
Default or 1" side margins
Heading words in ALL CAPS
Align at 1" tab setting
2" top margin
At least 1" bottom margin
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4. Print Preview
Feature used to check the layout of documents before printing
To open Print Preview view, click the Print Preview button on the Standard toolbar
Toolbar gives options for viewing a document
One Page
Multiple Pages
Zoom
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5.
Message delivered electronically using special software and a network
Includes message body and heading lines
address of recipient
address of sender
Date message is sent
Subject of message
May also include a copy or blind copy line
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6. E-mail Address Each address must be different from all others
Contains a user name and a domain name separated by the at sign
Examples
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7. E-mail Message Guidelines
Be courteous to others
Keep messages short and to the point
Place important points in the first few lines
Do not include private information
Do not use all caps
Use correct grammar, punctuation, and capitalization
Proofread before sending the message
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8. Sample E-mail Screen Title bar Menu bar Toolbar Heading lines
Formatting bar
Message body
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9. Computer Virus Program that destroys or harms computer data
Can travel as an attachment
Scan messages with anti-virus software to help prevent spreading of viruses
Lesson 91
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10. Personal-Business Letter
Formal document used to deal with personal matters
Examples
Request information for a trip
Congratulate a friend on winning an award
Often arranged in block style
Lesson 92
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11. Personal-Business Letter Format
Salutation
Return address and Date
2" top margin or center vertically
At least 1" bottom margin
Letter address
Default or 1" side margins
Body
Complimentary close
Writer’s name
Reference initials and Enclosure note
Block Letter Style
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12. Insert Date and Time
Feature used to insert the date and/or time in a document
To use
Choose Insert from the menu bar
Select Date and Time
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13. Check Grammar Feature used to check for grammar errors in a document
Program marks possible errors
User can ignore or change words
This option must be checked
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14. Business Letter Formal document sent from a person in a business
Similar to a personal-business letter but with no return address
Printed on letterhead paper that shows the business name and address
Lesson 93
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15. Business Letter Format
Salutation
Letterhead
Letter address
Body
Complimentary close
Writer’s name
Reference initials and Enclosure note
Date
At least 1" bottom margin
Default or 1" side margins
2" top margin or center vertically
Block Letter Style
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16. Vertical Alignment
Feature that sets how text will be placed on the page
Choose File, Page Setup to change settings
Vertical Alignment can be used to center a letter on the page.
Instant Message
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17. Envelopes Can be created using the Envelope feature
No. 10 size is commonly used for letters
To create
Select Tools on the menu bar
Select Letters and Mailings
Click the Envelopes tab
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18. Envelopes Select options and key data on the Envelopes tab Click Print
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19. Labels Can be created using the Labels feature
Can be created for envelopes or folders
To create
Select Tools on the menu bar
Select Letters and Mailings
Click the Labels tab
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20. Labels Select options and key data on the Labels tab Click Print
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21. Find and Replace
Find feature allows user to search for text in a document
Replace feature allows user to replace text with other text
Find and Replace commands are located on the Edit menu
Lesson 94
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