1. Chapter 3 Creating a Business Letter with a Letterhead and Table
Microsoft Word 2013
Chapter 3
Creating a Business Letter with a Letterhead and Table

2. Objectives Change margins Insert and format a shape
Change text wrapping
Insert and format a clip art image
Insert a symbol
Add a border to a paragraph
Clear formatting
Convert a hyperlink to regular text
Creating a Business Letter with a Letterhead and Table

3. Objectives Apply a style Set and use tab stops Insert the current date
Create, modify, and insert a building block
Insert a Word table, enter data in the table, and format the table
Address and print an envelope
Creating a Business Letter with a Letterhead and Table

4. Project – Business Letter with a Letterhead and Table
Creating a Business Letter with a Letterhead and Table

5. Letterhead
Letterhead is the section of a letter that identifies an organization or individual
This is found at the top of the paper
Creating a Business Letter with a Letterhead and Table

6. Letterhead Elements A letterhead should contain these elements:
Complete legal name of the individual, group, or company
Complete mailing address; street address including building, room, suite number or post office box, along with city, state, and postal code
Phone number(s) and fax number, if applicable
address
Web address, if applicable
Many letterheads also include a logo or other image; if an image is used, it should express the organization or individual’s personality or goals
Creating a Business Letter with a Letterhead and Table

7. Appearance of Letterhead
Use fonts that are easy to read
Give the organization or individual name impact by making its font size larger then the rest of the text in the letterhead
For additional emphasis, consider formatting the name in bold, italic, or a different color
Choose colors that complement each other and convey the goals of the organization or individual
Creating a Business Letter with a Letterhead and Table

8. Inserting a Shape
Word has a variety of predefined shapes, which are a type of drawing object, that you can insert in documents
Some examples include rectangles, circles, triangles, arrows, flowcharting symbols, stars, banners, and callouts
Creating a Business Letter with a Letterhead and Table

9. Changing an Object’s Position
When you insert an object in a document, Word inserts it as either an inline object or a floating object
An inline object is an object that is part of a paragraph in which you can change the location of the object by setting paragraph options, such as centered, right-aligned, and so on
A floating object, by contrast, is an object that can be positioned at a specific location in a document or in a layer over or behind text in a document. You have more flexibility with floating objects because you can position a floating object anywhere on the page using text wrapping.
Creating a Business Letter with a Letterhead and Table

10. Using the ‘Increase Font Size’ Button
Word provides an Increase Font Size button which increases the font size of selected text each time you click the button
Creating a Business Letter with a Letterhead and Table

11. Inserting Clip Art Clipart is a predefined graphic
Creating a Business Letter with a Letterhead and Table

12. Setting a Transparent Color in a Graphic
You can make one color in a graphic transparent, that is, remove the color. You would do this if you wanted to remove part of a graphic or see text or colors behind a graphic
Creating a Business Letter with a Letterhead and Table

13. Bordering a Paragraph
You can draw a solid line, called a border, at any edge of a paragraph
They can be added above or below a paragraph, to the left or right of a paragraph, or in any combination of these sides.
To remove a border from a paragraph, position the insertion point in the paragraph, click the Border button arrow on the HOME tab, and then click the No Border button in the Borders gallery
Creating a Business Letter with a Letterhead and Table

14. Clearing Formatting
Clear formatting refers to returning the formats to the Normal style
Creating a Business Letter with a Letterhead and Table

15. Formatting Marks
Formatting marks are only visible on your screen and do not appear on a printout
Creating a Business Letter with a Letterhead and Table

16. Converting a Hyperlink to Regular Text
To convert a hyperlink to regular text, right-click the hyperlink and then click “Remove Hyperlink” on the shortcut menu
Creating a Business Letter with a Letterhead and Table

17. Effective Business Letters
An effective business letter should have a professional appearance, convey its message concisely and clearly
Creating a Business Letter with a Letterhead and Table

18. Basic Business Letter Elements
The date line, which consists of the month, day, and year, is positioned two to six lines below the letterhead
The inside address, placed four lines below the date line, usually contains the addressee’s courtesy title plus full name, job title, business affiliation, and full geographical address.
The salutation begins two lines below the last line of the inside address
The body of the letter, the message, begins two lines below the salutation
Two lines below the last line of the message, the complimentary close is displayed
Type the signature block four blank lines below the complimentary close, allowing room for the author to sign his/her name
Creating a Business Letter with a Letterhead and Table

19. Business Letter Format
Creating a Business Letter with a Letterhead and Table

20. Business Letters
If a business letter does not use a letterhead, then the top of the letter should include a return address.
All business letters are single-spaced with double spacing between paragraphs
Creating a Business Letter with a Letterhead and Table

21. Types of Business Letters
Block letter style--all components of the letter begin flush with the left margin
Modified block letter style--the date, complimentary close, and signature block are centered, positioned approximately one-half inch to the right of center or at the right margin. The first line of each paragraph in the body of the letter is indented one-half inch from the left margin. All other components of the letter begin flush with the left margin
Creating a Business Letter with a Letterhead and Table

22. Tab Stops
A tab stop is a location on the horizontal ruler that tells Word where to position the insertion point when you press the TAB key on the keyboard. Word, by default, places a tab stop at every half inch mark on the ruler. You can also set your own custom tab stops
Creating a Business Letter with a Letterhead and Table

23. Modifying/Removing Custom Tab Stops
To move a custom tab stop on the ruler, drag the tab marker to the desired location on the ruler. To remove a custom tab stop on the ruler, point to the tab marker on the ruler and then drag the tab marker down and out of the ruler
Creating a Business Letter with a Letterhead and Table

24. Creating a Building Block
If you use the same text or graphic frequently, you can store the text or graphic as a building block and then insert the store building block entry in the open document, as well as in future documents
Creating a Business Letter with a Letterhead and Table

25. Nonbreaking Space/Nonbreaking hyphen
Some compound words, such as proper nouns, dates, units of time and measure, abbreviations, and geographic destinations, should not be divided at the end of a line.
These words wither should fit as a unit at the end of a line or be wrapped together to the next line.
A nonbreaking space is a special space character that prevents two words from splitting if the first word falls at the end of a line.
A nonbreaking hyphen is a special type of hyphen that prevents two words separated by a hyphen from splitting at the end of a line.
Creating a Business Letter with a Letterhead and Table

26. Nonbreaking Space/Nonbreaking hyphen
To do this, hold down the CTRL and SHIFT keys along with either the space bar or hyphen
Creating a Business Letter with a Letterhead and Table

27. Table A table is a collection of rows and columns
The intersection of a row and a column is called a cell
Creating a Business Letter with a Letterhead and Table

28. Moving Through a Table
To advance rightward from one cell to the next, press the TAB key.
One way to add new rows to a table is to press the TAB key when the insertion point is positioned in the bottom-right corner cell of the table
To move back to the previous cell in a table press the SHIFT and TAB keys
Creating a Business Letter with a Letterhead and Table

29. Selecting a Table
To select an entire table click the table move handle located at the top left corner of the table. To select rows in a table that are not adjacent to one another select the first row in the table and then hold down the CRTL key while selecting the other row
Creating a Business Letter with a Letterhead and Table

30. Moving a Table
To move a table to a new location point to the upper-right corner of the table until the table move handle appears, point to the table move handle, and then drag it to move the entire table to a new location
Creating a Business Letter with a Letterhead and Table

31. Resizing a Table
To resize an entire table, drag the table resize handle, which is a small square that displays when pointing to a corner of a table
Table resize handle
Creating a Business Letter with a Letterhead and Table

32. Resizing a Column
To make a column wider in a table, drag the column boundary, which is the border to the right of a column, until the column is the desired width
Column boundary
Creating a Business Letter with a Letterhead and Table

33. Resizing a Row
To make a row taller in a table, drag the row boundary, which is the border at the bottom of a row, until the row is the desired height
Row boundary
Creating a Business Letter with a Letterhead and Table

34. Merging Cells
In a table you may need to merge cells into a single cell to insert a title that spans all rows
Creating a Business Letter with a Letterhead and Table

35. Splitting Cells
Instead of merging multiple cells into a single cell in a table, sometimes you want to split a single cell into multiple cells
Creating a Business Letter with a Letterhead and Table