Copyright 2006 South-Western/Thomson Learning

Chapter 11 Memos, E-mails, and Letters

Slide 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

Slide 3

Memo Format

Lesson 90

Default or 1" side margins

Heading words in ALL CAPS

Align at 1" tab setting

2" top margin

At least 1" bottom margin

Slide 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

Lesson 90

• Toolbar gives options for viewing a document

One Page

Multiple Pages

Zoom

Slide 5

E-mail

• Message delivered electronically using special software and a network

• Includes message body and heading lines– E-mail address of recipient– E-mail address of sender– Date message is sent– Subject of message

• May also include a copy or blind copy line

Lesson 91

Slide 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– Kim@swep.com– Maria_Bravo@corpview.com

Lesson 91

Slide 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

Lesson 91

Slide 8

Sample E-mail Screen

Lesson 91

Title barMenu bar

Toolbar

Heading lines

Formatting bar

Message body

Slide 9

Computer Virus

• Program that destroys or harms computer data• Can travel as an e-mail attachment• Scan e-mail messages with anti-virus software

to help prevent spreading of viruses

Lesson 91

Slide 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

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Slide 11

Personal-Business Letter Format

Lesson 92

Salutation

Return address and Date

2" top margin or center vertically

At least 1" bottom margin

Letter addressDefault or 1" side margins

Body

Complimentary close

Writer’s name

Reference initials and Enclosure note

Block Letter Style

Slide 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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Slide 13

Check Grammar

• Feature used to check for grammar errors in a document

• Program marks possible errors• User can ignore or change words

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This option must be checked

Slide 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

Slide 15

Business Letter Format

Lesson 93

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

Slide 16

Vertical Alignment

• Feature that sets how text will be placed on the page

• Choose File, Page Setup to change settings

Lesson 93

Vertical Alignment can be used to center a letter on the page.

Slide 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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Slide 18

Envelopes

• Select options and key data on the Envelopes tab

• Click Print

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Slide 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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Slide 20

Labels

• Select options and key data on the Labels tab

• Click Print

Lesson 94

Slide 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