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Lesson 32, Memorandums

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Keyboarding/ Formatting:

Keyboarding/ Formatting Lesson 32 Memorandums

Memorandums:

Memorandums You will probably want to open your textbook to p. 110 to see the first document that you will be creating in this lesson.

MS Word Settings:

MS Word Settings These settings should be checked every time you begin to create a document: Office 2003 Styles Home tab Change Styles (at the far right of the Ribbon) Style Set, Word 2003 Office 2003 Margins Page Layout tab Margins, Office 2003 Default Times New Roman font, size 12

Memorandums:

Memorandums Memos Have evolved into today’s E-mail Traditionally stayed inside our organization Probably because they are considered a less formal style of communication

Memorandums:

Memorandums Margins—left/right Margins = the empty space around the outside of document text Left/right may be left at Word’s 2003 settings, 1.25”

Memorandums:

Memorandums Margins—top/bottom Top and bottom margins are not changed, BUT The first page of a memo should have a 2” top margin Press Enter six times to position the cursor at about 2.1” from the top margin Then, if you have a two-page memo, the second page will start at about 1” from the top margin Bottom margin is left at about 1” (the default setting)

Memorandums:

Memorandums See text on p. 110, document 32e Ignore the blue (and sometimes red) notations shown on the page—we changed our settings, so the notations don’t work for us When creating your own memos, always list the headings in the TO, FROM, DATE, SUBJECT order (memorize this order)

Memorandums:

Memorandums Key TO:; press the Tab key two times and key Caroline Blassingame ; press Enter two times Key FROM:; press the Tab key one time and key Austin Mitchell, Manager; press Enter two times Key DATE:; press the Tab key one time and key today’s date; press Enter two times Key SUBJECT:; press the Tab key one time and key the provided subject; press Enter key two times

Memorandums:

Memorandums The headings should then be formatted bold after they are keyed If you format the headings as you key them, that Bold formatting gets turned on and is hard to turn off Select the TO:, FROM:, DATE:, and SUBJECT: text and format them bold

Memorandums:

Memorandums Key the rest of the “body” text of the memo, pressing Enter two times between each paragraph This creates one blank line between paragraphs, also called a double space (abbreviated DS) Note that you do not press the Tab key before any of the paragraphs; these paragraphs are all keyed flush left (at the left margin)

Memorandums:

Memorandums Reference Initials The textbook shows two Xs a double space below the last paragraph These represent what are called reference initials—the initials of whoever typed the memo For every memo and letter you key for someone else, you should key your reference initials at the end of the document If you key a document for yourself, do not key reference initials Reference initials are keyed in lowercase letters

Memorandums:

Memorandums Save the finished memo with the name 32e for submission in your packet Proofread your document using the steps shown under the heading Communication on p. 109 in the text book You are looking for only your errors; You want to turn in only perfect documents Print the final version of the document Write 32e in the upper-right corner of the print

Proofread and Finalize:

Proofread and Finalize Run Spelling and Grammar check, from the Review tab Proofread on the screen Check print preview for overall “look” of the document Save and print the document Compare your print with the textbook print Some documents will have an answer key available inside the Angel course site

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