Memos Creating Memorandums FBLA-PBL Format

Transcription

1 Memos FBLA-PBL Format CM 1

2 CREATING MEMORANDUMS Messages sent to persons within an organization are called Interoffice Memorandums, or memos for short. Memos are usually printed on plain paper and ed or sent in interoffice envelopes. Objectives When you complete this unit, you will be able to: Set Line Spacing Show Vertical and Horizontal Rulers Set tabs on the Horizontal Ruler Create a Memo in correct format Use Spell Check Use Header to Personalize documents Create a new folder and save Change Fonts Create a Memo Form and save Edit a Header Create a Memo using a Wizard Number paragraphs Creating a Memo MEMORANDUM This is the example. Don t type from this; directions begin on the next page. Top Margin: 2 Side Margins: 1 CM 2

3 Open a Blank Word Document Click on Start Rest pointer on All Programs Rest pointer on Microsoft Office Click on Microsoft Office Word 2007 Set Line Spacing to 1.0 Line Spacing Button When you first open a Word 2007 document, it has some default (preset) settings. You need set your line spacing to 1.0 with no extra space after paragraphs. Click on the Line Spacing button. Click on the 1.0 setting for single spacing. Click on the Line Spacing button to open it again. Click Remove Space After Paragraph. Show Vertical and Horizontal Rulers It is helpful to see the vertical and horizontal rulers to measure and line up objects in a document, and to set tabs. Click the View tab. Click Ruler box (if it does not already have a check mark). You should see a horizontal ruler, see below, on the top part of your document screen. You will also see a vertical ruler down the left part of your document screen. Defines Left align tab Shows amount of Left Margin Shows inches and fractions of inches CM 3

4 If the rulers don t show after checking the Ruler box: Click the Office Button. Office Button Click the Word Options button on the bottom line. Click Advanced in left menu. Scroll down to the Display section. The box should be checked for Show vertical ruler in Print Layout View. Both rulers should appear. Display Section Set a tab at 1 on the Horizontal Ruler Click on the 1 in the ruler. A small L appears as the tab stop. You just entered a Left align tab to be indented 1 from the left margin. Set Font Styles, Font Sizes, and 2 Top Margin Memorandums have 1 right and left margins, which are default margins (pre-set by Microsoft when you first open a Word document). You can see the 1 left margin in the shaded area of the horizontal ruler above. The top margin of a memorandum should be 2. Notice in the vertical ruler to the right that there is a 1 default top margin. So, in order to start keying at 2, you must press the enter key about five times until your cursor looks to be about even with the 1 on the vertical ruler. (The 1 default margin and spacing down 1 = 2.) Click on the Home tab. Select the Times New Roman font style and 12 font size. Press the Enter key about 5 times. Does it look even with the 1 mark on the vertical ruler? Vertical Ruler Begin keying here for a 2 top margin. 1 default margin CM 4

5 Keying Memorandum Headings in ALL CAPS Key in TO: Press the tab key. Key in the name: Carol Woods Press the Enter key twice to double space (DS) which leaves one blank line between lines of type. Key in FROM: Press the tab key. Key in your name. Press the Enter key twice. Key in DATE: Press the tab key. Key in today s date. Press the Enter key twice. Key in SUBJECT: Press the tab key. Key in Formatting a Standard Memorandum Press the Enter key twice to double space to body of memo. Keying Memorandum Body, author s initials, & Enclosure Notation Key in the first paragraph below beginning at the left margin. It will automatically word wrap (break and flow) to the next line when you are typing. Don t press the Enter key until the end of the paragraph. Your lines may end differently than the paragraphs shown. When formatting a standard memorandum, use a 2-inch top margin and 1-inch side margins (the side margins are pre-set to 1 by Microsoft). Next, key the heading lines with a double space between each. Note that each heading is typed in ALL CAPS and the information after each heading is aligned on the left. After the subject line, double space to the paragraphs or body of the memorandum. (DS) Paragraphs are aligned at the left margin and are single spaced with a double space between each one. The originator or author of the memorandum should key his/her initials in lower case at the left margin a double space below the body of the last paragraph. If an attachment or enclosure is included, the word Attachment or Enclosure should be CM 5

6 keyed at the left margin a double space below the initials. (DS) be (key in your initials in lower case these are the textbook author s initials) (DS) Enclosure Assignment #CM-1, Spell Check, Enter your Name and date in the Header Click on the Review tab, spell check by clicking on the Spelling & Grammar button Click on the Insert tab. Click the Header button. Select Blank (Three Columns). Click in the left placeholder [Type Text] and key your name, #CM-1. Select the next placeholder and key in the date Select the last placeholder and depress the Delete key. Click on Close Header and Footer button. Save Assignment #CM-1 (Ask your instructor which drive or folder to save in.) Click the Office Button. Click Save As: The Save in: box should show where you are saving the document to a USB drive, Drive A, or to your computer hard drive. Usually the My Documents folder on your computer s hard drive shows first. Assume you want to save to a new folder in the My Documents folder. Click on the Create New Folder button. Name the New Folder: Homework Creating Memorandums Click OK Create New Folder button CM 6

7 Enter as the File name: #CM-1 Click the Save button. Print Assignment #CM-1 and Turn it in to your Teacher Click the Office button. Click Print Click OK. Close Document. Assignment #CM-2, Memo in Times New Roman, 12 (Don t forget 2 top margin, 1.0 line spacing and Remove Space After Paragraph, Tab 1 ) TO: All Intel Employees, Chandler Plant FROM: Audra Owens, Social Committee Chair DATE: Use Current Date SUBJECT: Potluck Party on May 25, 20xx (fill in correct year) We have decided to have our Plant Party on Friday, May 25. It will start at 3:00 p.m. and people can leave for home anytime after that. The company is providing Honey Baked Ham and barbeque. Each department will be assigning condiments, paper goods, dessert, etc. Other than the meat that is provided by the company, it will be potluck. We hope you can all come and join us and meet those in other departments. Let me know if you have any questions. ao Put your Name, Assignment #CM-2 and date in the header. Save as #CM-2 in the Homework folder, and print. Close Header & Footer Ellsworth Publishing Co. CM 7

8 Assignment #CM-3, Memo in Arial font style, 12 To obtain a new Word document quickly: Remember the Memo formatting rules: Click the Office Button. Click on New. Click on Blank and recent. Click the Create button (bottom, right). Change fonts to Arial, 12. Set the tab stop at 1. Adjust Line Spacing 2 Top Margin TO: Rachele Ellsworth FROM: Terry Beckstead DATE: Use Current Date SUBJECT: Book Deadline Donald Logan, from Speech Corner, contacted me today about your recent book-inprogress Dot Reading Comprehension. He tried to get you by phone but you were on vacation. He asked me to contact you when you got back and ask you to inform him of your earliest projected production date. He sent the production schedule to me and I am attaching it to this memo for your perusal. (New paragraph) Donald indicated that he is very impressed with your most recent book and feels it will be a tremendous success. He wants to get it as soon as possible within the next two months to be sure it gets in the summer catalog. tb Enclosure: Production Schedule Put your Name, Assignment #CM-3 and date in the header. Save as #CM-3 in the Homework folder, and print. Close Header & Footer. Assignment #CM-4, Memo Form in Arial font style, 12 If you have a job in which you write quite a few memorandums and often, it would save you time to create and save the memo headings. Your headings would already be typed, your name would already be in the FROM:, and the current date would always appear in the DATE:. To create a memo quickly, all you have to do is fill in the TO: and SUBJECT: and the paragraphs in the body. Obtain a new Word document. Set the tab stop at 1. Adjust Line Spacing. 2 Top Margin. Key in TO: Double Space. Key in FROM:, tab, and enter your name. Double Space. CM 8

9 Key in DATE:, depress tab key, click the Insert tab, click Date & Time button, select 3rd option, click to select Update Automatically (every time you open this memo form), click OK. Double Space. Key in SUBJECT: Put your Name, Assignment #CM-4 Memo Form, and date in the header. Save as #CM- 4 Memo Form in the Homework folder, and print. Close H&F. Assignment #CM-5, Using the Memo Form, Times New Roman font style, 12 Numbering Paragraphs Open a Word Document. Click the Office Button. Under Recent Documents, click the #CM-4 Memo Form file. Select from TO: through SUBJECT: and select Times New Roman, 12, fonts. Click after TO:, and press the tab key. Create a memo using the information below. TO: Department Heads FROM: Your Name DATE: Current Date SUBJECT: Personnel Manual Recommendations due March 1 March 1 is the deadline for recommended changes to our Personnel Manual. Here is how we will handle the review process. Review the present manual, discuss recommendations with your department personnel, and make notations on policies your group feel need to be changed. Submit these recommendations to me, in writing, by March 1.You may submit pages of the previous manual with your changes. Department heads will meet May 28 at 10:30 a.m. in the boardroom to make final revision decisions. Your Initials. Select the last three paragraphs beginning with Review the present manual Click on the Home tab. Click on the Numbering button. CM 9

10 Editing the Header Select the Insert tab. Click the Header button. Click on Edit Header. Change assignment number to #CM-5; change date if necessary. Close Header & Footer. Save as #CM-5 in the Homework folder, and print. Assignment #CM-6, Memo Using a Memo Wizard Wizards are preformatted document templates (forms) that enable you to enter information quickly. Many have watermarks or special designs that look very professional. The current date is inserted automatically. They are similar to the memos you have already created. From what you have learned about creating memorandums, fill in the template with the information below. Open a new Word document if necessary. Click the Office Button Click New Under Microsoft Office Online, scroll down and click on Memos Click to select Memo (Professional Design) Click the Download button, and follow the prompts. Add, Select and delete information, as necessary to create the memo. Company Name Dearborn Tractor Co TO: Dina Goodman, Manager FROM: Enter Your Name, #CM-6 CC: Jeff Stringer, Supervisor Re: Weekly Department Head Meeting, May 17, 9:30 a.m., Boardroom CM 10

11 This is going to be a very important meeting. Please encourage all your employees and staff to be there. The agenda will be: 1. Vote on the Vacation Policy 2. Elect a Media Spokesperson 3. Introduce the new Vice President of Advertising, James Scoresby I am enclosing the old vacation policy so you can distribute copies to your department. xx (Your initials) Enclosure: Old Vacation Handbook Save as #CM-6 in the Homework folder, and print. CM 11