MS Word I Final Exam Review Presentation

1. MS Word IFinal Exam Review Presentation What you should study to prepare for your written exam.

2. Rulers Scroll Bars Document Text Area Tabs Quick Access Toolbar Office Button Ribbons/Groups Status Bar Screen Elements

3. Office Button • New Document • Open Document • Print Document • Save • Save As • Close • Publish • Word Options

4. Ribbons & Groups • Home Ribbon Groups • Clipboard, font, paragraph, styles, editing • Insert Ribbon Groups • Pages, tables, illustrations, links, header/footer, text & symbols • Page Layout Ribbon Groups • Themes, page setup/background, paragraph, arrange

5. Ribbons & Groups • Review • Proofing Group • View • Document view, show/hide, zoom

6. 1 ! 2 @ 3 # 4 $ 5 % Numbers & Symbols • 6 ^ • 7 & • 8 * • 9 ( • 0 )

7. Top Margin 2” Side Margins 1” Guide words All Caps and DS To, From, Date, Subject SS body of memo DS between paragraphs Block style Typists initials Memorandums

8. Used for interoffice communication Least formal type of business correspondence Similar to e-mail Memorandums

9. Announcements • Main Heading in all Caps, QS • Body is DS • Centered vertically & horizontally • Creativity is used with • Consistent color theme in mind • Font size & style (1 or 2) • Image placement & design (lines/borders)

10. Email Account Management • Content and maintenance is YOURS • Check email daily • Reply to emails is within 24 hours • usually the same day • Delete unwanted messages • Keep messages remaining to a minimum • File emails you wish to retain

11. Email Format & Content • Guide Words include To: & Subject: • Your Name and Date appear on “their” copy • The subject is a summary of the email • 3-5 Words, Title Format • Start email with the name of addressee • Punctuation: comma if informal, colon if formal • Paragraphs are single spaced, doubles between

12. Email Format & Content • Paragraph 1 introduces the topic • Paragraph 2 provides additional details if needed • Paragraph 3 requests action. • Your Name ends the email (first name only if informal, first & last name if formal). • In a business setting, you would create a “signature.”

13. Letter Tips • All letters may use open or mixed punctuation • OPEN punctuation example • Dear Mrs. Mickelson • Sincerely • MIXED punctuation example • Dear Mrs. Mickelson: • Sincerely,

14. Letter Tips • Block Style • All text aligns at the left margin • No indents! • Typists initials (when used) are always LOWER CASE

15. Top Margin 2” Side Margins 1” SS body of letter DS between paragraphs Block style Return address after typed name Personal Business Letters

16. QS after Dateline DS after Inside Address DS after Salutation QS after Complimentary Close DS between Return Address and Enclosure/Attachment notation Personal Business Letters

17. More formal than a memorandum Does NOT represent a company Represents the person sending it Usually typed by person sending Typist initials not used Common example is a request letter For an interview For information Personal Business Letters

18. Business Letters • Top Margin 2” • Side Margins 1” • SS body of letter • DS between paragraphs • Block style • ALWAYS uses company letterhead

19. Business Letters • QS after Dateline • DS after Inside Address • DS after Salutation • QS after Complimentary Close • DS between Sender’s Name and Typists initials • DS between Typists initials and Attachment/Enclosure notation

20. Business Letters • MOST FORMAL type of business communication • ALWAYS on letterhead stationery • Usually typed by an assistant • NO RETURN ADDRESS– its already on the letterhead!

21. Letterhead • Company Name • Full Company Address • Phone Number with Area Code • Fax Number with Area Code • Website Address • Company Logo • OPTIONAL: email and motto

22. Reports • Top Margin 2” • 1st page and Reference Page • All other pages 1” • Side Margins 1” • Bottom Margin 1” • DS entire body • Indent paragraphs

23. Reports • Insert Page Numbers • Top right corner • Never number the first page •  Different first page • Main Heading • Report Heading • “References” • All Caps, Center, Bold

24. Reports • Side Headings • Left Align, Bold, Initial Case • Paragraph Headings • Indent, Underline • Use punctuation • Begin paragraph on same line

25. Spacing Reports • QS after Main Headings • QS after References • SS within a reference • DS between references • SS within a numbered list • DS between numbers

26. Reports • 5 Enters = 2” Top Margin • Numbered lists should be indented • References should use hanging indents • Avoid widows and orphans

27. Tables • Tables should be vertically and horizontally centered • Main Heading • Centered, All Caps, Bold • Secondary Heading • Centered, Initial Case, Bold

28. Tables • QS after a Main Heading • QS after Secondary Heading (second line) before body of table • Spacing depends on space available • SS small areas • DS full page tables

29. Tables Using Tabs • Type your text with one tab separating columns • Select all table columns and estimate where to set tabs • Use Left justify for text • Use Right justify or Decimal tabs for figures • Use the Center justify for the headings • Exceptions for figures being centered • Dates

30. Tables Using Tabs • Column heading go in last, realign to compliment the columns • DS the body • SS is acceptable with longer tables • Divider lines are 1.5” • 12 pts.=18 underlines • SS before the divider line for source notes

31. Tables & Boxes • Create a table using the Insert Tables shortcut • # of rows & columns, including blank lines • Merge cells for the heading • do the same for the secondary heading if needed • Type in the information for each cell using the tab key to advance • you can tab to add rows at the end of the last row.

32. Tables & Boxes • Adjust the columns • Select filled column, Fit to Content for each column with text • Turn off the borders of the table • Or . . . choose different lines, colors, borders to make it look appealing • Increase cell height & adjust centering • Adds spacing around headings

33. Proofreader Marks

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