10 Business Reports Part I

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2 Unit 10 Business Reports Part I Session 49: Creating Memo Business Reports and Fax Cover Sheets Session 50: Formatting Memo Business Reports Session 51: Producing Formal Business Reports Session 52: Enhancing Formal Business Reports Session 53: Creating a Request for Proposal 2

3 49 Creating Memo Business Reports and Fax Cover Sheets Session Objectives Format memo business reports Change the header margin Use Widow/Orphan control Use a template to create fax cover sheets Correct misplaced modifiers 3

4 49 Exploring Business Reports Memo Business Reports Are typically one to five pages in length Formal Business Reports Are typically longer than five pages for the body and include a cover or title page, a table of contents, and graphics (tables, charts, etc.) in the body of the report Specialized Business Reports One example is a Request for Proposal (RFP) 4

5 49 Formatting Memo Business Reports 5

6 49 Formatting Memo Business Reports continued 6

7 49 Changing the Header Margin To change the position of the header, select the number in the Header from Top measurement box in the Position group on the Header & Footer Tools Design tab and then key 1 7

8 49 Checkpoint Question These reports are typically one to five pages in length. a. Memo Business Reports b. Formal Business Reports c. Specialized Business Reports d. Unspecialized Business Reports 8

9 49 Using Widow/Orphan Control For ease of reading, a single line of a paragraph should not be left alone either at the bottom of a page or at the top of the next Such single lines are referred to as orphans (when left at the bottom of a page) or widows (when carried to the top of the next page) Widow/Orphan control will prevent single lines from being stranded 9

10 49 Using Widow/Orphan Control continued To access the Word Widow/Orphan control setting: 1. Select all document text by pressing Ctrl + A 2. Click the dialog box launcher in the Paragraph group on the Home tab 3. Click the Line and Page Breaks tab 4. Click the check box in the Widow/Orphan control option to insert a check mark 5. Click OK 10

11 49 Creating Fax Cover Sheets 11

12 49 Checkpoint Question Single lines left at the bottom of a page are called a. cousins. b. widows. c. orphans. d. aunts. 12

13 49 Reinforcing Writing Skills One of the most common causes of unclear communication is the misplaced modifier Example: Managing the office last week, the problems piled up for him. Either of the following revised sentences could clarify the meaning: Managing the office last week, he saw the problems pile up. The problems piled up for him when he managed the office last week. 13

14 50 Formatting Memo Business Reports Session Objectives Format memo reports with numbered paragraphs and lettered sublists Use AutoFormat options Use Undo and Redo buttons Use find and replace options Compose a memo report 14

15 50 Setting Automatic Formatting Options To check AutoCorrect settings on your computer: 1. Click the File tab 2. Click the Options button to open the Word Options dialog box 3. Click Proofing 4. Click the AutoCorrect Options button steps continue 15

16 50 Setting Automatic Formatting Options continued continued 5. Click the AutoFormat As You Type tab 6. Click the Automatic bulleted lists and Automatic numbered lists options 7. Click OK 8. Click OK to close the Word Options dialog box 16

17 50 Formatting Numbered Lists and Lettered Sublists To format a lettered list, key a. followed by a space To demote an entry in a numbered list to a lettered sublist, click the Increase Indent button in the Paragraph group To promote a lettered sublist paragraph to a numbered paragraph, click the Decrease Indent button in the Paragraph group 17

18 50 Checkpoint Question The Increase Indent button is located in this group on the Home tab. a. Clipboard b. Font c. Paragraph d. Styles 18

19 50 Using Undo and Redo Click the Undo button to undo or reverse the last action Once an action is undone, the Repeat button will become the Redo button To redo one or more actions that you undid, click the Redo button 19

20 50 Using Find and Replace Options In the Search Options section, the options in the Search list box will direct how the Find and Replace feature will search in the document 20

21 50 Checkpoint Question Once an action is undone, the Repeat button will become this button. a. Redo b. Undo c. Replace d. Refer 21

22 50 Reinforcing Writing Skills Communicating with printed documents or messages offers advantages when compared with communicating by telephone or in person, including: A written (printed) message provides a permanent record A written message usually implies greater authority The reader can reread and study printed documents The act of preparing a written or printed document allows the author the opportunity to carefully craft a statement, so that the information is precise and the tone is as desired 22

23 51 Producing Formal Business Reports Session Objectives Format a formal business report Change page margins Insert page breaks Change text alignment Manipulate tabs Change indents in bulleted and numbered lists Choose graphic formats 23

24 51 Formatting Formal Business Reports Structure: The sequence of a business report usually differs from that of an educational manuscript Format: Business reports use the Word 2010 defaults of 1.15-line spacing and 10 points of space after each paragraph Displays or Exhibits: Business reports commonly contain graphic elements Packaging or Binding: Business reports are generally placed in some type of booklet with attractive cover designs and with the various sections tabbed 24

25 51 Changing Page Margins To set custom page margins: 1. Click the Page Layout tab 2. Click the Margins button in the Page Setup group 3. Click Custom Margins 4. Adjust the settings in the Margins section 5. The Preview section will display how the settings will alter the look 6. Click OK 25

26 51 Inserting a Page Break To insert a page break: 1. Position the insertion point where you want a page to end (such as after the period in the last sentence on a page) 2. Click the Insert tab 3. Click the Page Break button in the Pages group 26

27 51 Inserting Page Numbers To insert a page number only on pages following the first page: 1. With the insertion point anywhere on the second page, click the Insert tab 2. Click the Page Number button in the Header & Footer group 3. Point to Top of Page 4. Click Plain Number 3 in the Simple section steps continue 27

28 51 Inserting Page Numbers continued continued 5. Click the Different First Page check box in the Options group to insert a check mark 6. Click the Close Header and Footer button in the Close group or double-click in the body of the document to make the body of the document active 28

29 51 Checkpoint Question The Margins button is located on this tab. a. File b. Home c. Insert d. Page Layout 29

30 51 Manipulating Tabs In a new blank document, Word provides a tab stop every 0.5 inch beginning at the left margin These default tabs are not shown on the Ruler You may want to create your own tab stops You can set tabs before keying text or key text using the default tab stops and then set tabs If necessary, the tab settings may be changed easily after keying the text 30

31 51 Manipulating Tabs continued 31

32 51 Manipulating Tabs continued 32

33 51 Setting Tabs Using the Ruler To set a tab by using the Ruler: 1. Click the Alignment button at the left end of the Ruler until it displays the type of tab that you want selected 2. Click the Ruler where you want to set the tab stop 33

34 51 Setting Tabs Using the Tabs Dialog Box To set tabs using the Tabs dialog box: 1. Click the Paragraph group dialog box launcher on the Home tab 2. Click the Tabs button 3. Key the location in the Tab stop position box 4. Set the type of tab in the Alignment section 5. Click the Set button 6. Repeat steps 3 through 5 for each tab that needs to be set 7. Click OK 34

35 51 Deleting Tabs To delete a tab using the Tabs dialog box: 1. Display the Tabs dialog box 2. Select the tab to be deleted in the Tab stop position list box 3. Click the Clear button (or click Clear All if you want to remove all of the tabs) 4. Click OK 35

36 51 Changing Indents in Bulleted and Numbered Lists Bulleted or numbered lists should begin at the same distance from the left margin as the paragraphs Select the list, and click the Increase Indent button in the Paragraph group on the Home tab until the bullet or number begins at 0.5 inch 36

37 51 Checkpoint Question In a new blank document, Word provides a tab stop every a. 0.2 inch. b. 0.5 inch. c. 1.0 inch. d. 1.5 inch. 37

38 51 Reinforcing Writing Skills A line chart shows the relationship between two types of data One set of data is plotted horizontally; the other set is plotted vertically; a line connects the points A bar chart also shows relationships between sets of data Bars are drawn either vertically or horizontally A pie chart represents simple data such as percentages of a total amount The total pie represents 100 percent 38

39 52 Enhancing Formal Business Reports Session Objectives Prepare a letter of transmittal Create a title page for a report Change line spacing Customize the Word Status bar Format an outline Draft an outline 39

40 52 Preparing a Letter of Transmittal A transmittal letter usually includes the following information: A brief description of what is being transmitted A brief background on the subject of the report and who prepared the report Specific examples of the most significant findings contained in the report 40

41 52 Creating a Title Page for a Report The title page for a business report consists of three sections: 1. The top third of the page displays the report title 2. The middle third of the page includes the name(s) of the individual(s) who will receive the report, their company name, city, and state 3. The bottom third of the page indicates the name(s) of the individual(s) who prepared the report, their company affiliation, and the date of the report 41

42 52 Changing Line Spacing To change the line spacing of a document to single spacing with no additional space after paragraphs: 1. Click the Paragraph dialog box launcher 2. Click the Indents and Spacing tab 3. Click the down arrow of the After measurement box until 0 pt appears 4. Click the arrow next to the Line spacing text box and then click Single 5. Click OK 42

43 52 Checkpoint Question To change the line spacing of a document to single spacing with no additional space after paragraphs, click this dialog box launcher. a. Clipboard b. Font c. Paragraph d. Styles 43

44 52 Customizing the Word Status Bar To add the Vertical Page Position information to the Word Status bar: 1. Right-click the Status bar 2. In the Customize Status Bar menu, click the Vertical Page Position option 3. Verify that the insertion point position appears in the Status bar 4. Click anywhere in the document to close the Customize Status Bar menu 44

45 52 Preparing an Outline Follow these guidelines when preparing outlines: Make sure that each major point is equal in importance to the others Any outline entry that is subdivided into subentries must consist of more than one subentry Name each entry within a level using the same language structure 45

46 52 Preparing an Outline continued 46

47 52 Checkpoint Question To add the Vertical Page Position information to the Word Status bar, right-click the a. Status bar. b. Menu bar. c. Quick Access toolbar. d. Taskbar. 47

48 52 Reinforcing Writing Skills Practice composing and formatting an outline Turn off the automatic formatting of numbered lists Determine main-level topics and second-level topics A third level can be used for additional details 48

49 53 Creating a Request for Proposal Session Objectives Prepare a Request for Proposal Use Hanging Indents Insert Page Numbers 49

50 53 Preparing a Request for Proposal Typical formatting for a RFP includes: 1-inch side, top, and bottom margins Section titles that are horizontally centered in bold font using all capital letters Text formatted as indented paragraphs under subheadings No page number on the first page and a plain page number set aligned to the right margin of the header on pages following the first page 50

51 53 Preparing a Request for Proposal continued 51

52 53 Checkpoint Question Typical formatting for a RFP includes a. 0.5-inch side, top, and bottom margins. b. 1-inch side, top, and bottom margins. c. 1.5-inch side, top, and bottom margins. d. 2-inch side, top, and bottom margins. 52

53 53 Setting a Hanging Indent To manually set a hanging indent: 1. Click the Paragraph dialog box launcher 2. Click the Indents and Spacing tab 3. Click the arrow next to the Special text box and then select Hanging 4. Word will automatically change the number in the By measurement box to Click OK 53

54 53 Checkpoint Question To manually set a hanging indent, click this dialog box launcher. a. Clipboard b. Font c. Paragraph d. Editing 54