Business Correspondence Documents

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: • 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 email for a grade.

9. Email Electronic Mail – Used in most business organizations. Because of the ease of sending, emails have somewhat replaced the memo and business letter The email 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 email are being sent to, email address • Bcc: ? • The name of the sender and the date are automatically entered into the email by the email server. • Use the TAB key to jump from form line to form line in an email server form

12. Email • EMAIL BODY • 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 email address in entered, a copy will be saved to the address book, click on TO: in order to select from the book

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

14. Email Assignment • Create the email on top of Pg 59. • TO: MargaretSimmons@gmail.com • Carbon Copy yourself • Save AS: Email 1 in your BTA folder • Use your student email to send email 1 as an ATTACHMENT to wwelch.ah@calhoun.k12.al.us • Mark as HIGHlevel of priority • THEN: • Two different emails 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 • Centered • ALL CAPS • Bold • 14-pt font • Side Headings • Bold • Aligned Left • 12-pt font • Reference Heading • Centered • Bold • ALL CAPS • 14-pt font

18. Unbound Reports • In-Text Citations • 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 • Name of author • 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 Email Report to me for a grade. Email address is on the board.

24. Completion Day • Memo • Pg 56 Save As: Memo 1 • Pg 57-top, Save As: Memo 2 • Create Grades Memo, Save As: Grades Memo • Email • Pg 59, Save As Email 1 • Send two emails to other students • Unbound Report • Pg 65 Save As: Report 1 • Pg 70-71 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 • 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 • 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: • 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: • 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