Unit 7 Email and Memos Part I Session : Using Basic Word Processing and Proofreading Techniques Session 35: Preparing Email Messages Session 36: Preparing Memos 2
Using Basic Word Processing and Proofreading Techniques Session Objectives Set personal speed and accuracy goals Open Microsoft Word 2013 Create, save, and print a Word document Access the Online Lab to complete document activities Use the Show/Hide feature Move the insertion point Insert and delete text Split and join paragraphs Interpret and apply proofreading marks and techniques Use the spelling and grammar checker Proofread a document containing technical material View your Document Performance report 3
Set Personal Speed and Accuracy Goals Select appropriate goals each time and focus on meeting those goals. Timing Goals 1 minute: 35 WAM and two or fewer errors
Opening Microsoft Word 2013 To open Word in Windows 8: 1. Click the Word 2013 tile at the Start screen. 2. At the Word 2013 opening screen, click the Blank document template. 5
Opening Microsoft Word 2013 continued 6
Opening Microsoft Word 2013 continued The Word interface features a ribbon that contains several tabs. Each tab provides a different set of formatting tools and buttons. Tabs are located immediately above the ribbon. The content of each tab is presented in different groups. 7
Saving a Document There are several ways to save a Word document, including: Press Ctrl + S. Click the Save button on the Quick Access toolbar. Click the FILE tab followed by Save As. 8
Saving a Document continued 9
Printing a Document 10
Using the Online Lab to Complete Document Activities To complete a document activity in the Online Lab: 1. Read all instructions for the document activity. 2. Navigate to the document launch page and then click the Launch Activity button to open Word and the activity. continues on next slide Step 2 11
Using the Online Lab to Complete Document Activities continued continued from previous slide 3. Key the text shown in the related figure in the text. 4. Save the document. 5. Click the Check button. 6. If errors are reported, view your results document and correct the errors in the submitted document. Step 5 12
Using the Show/Hide Feature The Show/Hide feature will either show or hide nonprinting characters. Nonprinting characters include spaces, tabs, and paragraph symbols. 13
Moving the Insertion Point 14
Inserting Text By default, when you open a document, the program is in Insert mode. In Insert mode, newly keyed content is added at the insertion point and does not replace existing text. 15
Deleting Text The Backspace key will delete characters to the left of the insertion point. The Delete key will delete characters to the right of the insertion point. 16
Splitting and Joining Paragraphs To split a paragraph, position the insertion point immediately to the left of the letter that will be the first letter of the new paragraph and then press Enter. To join two paragraphs, delete the white space between them. 17
Using Proofreading Marks 18
Developing Proofreading Techniques Developing effective proofreading techniques is an essential skill. Proofreading involves reviewing the document to verify that it accurately reflects what you were supposed to key. The finished product represents you and your employer. 19
Developing Proofreading Techniques continued 20
Checking Spelling and Grammar Word will mark each word that is not in its dictionary with a red wavy underline. Potential grammar errors are indicated with blue wavy underlines. 21
Checking Spelling and Grammar continued To complete a spelling and grammar check: 1. Press Ctrl + Home. 2. Click the REVIEW tab. 3. Click the Spelling & Grammar button in the Proofing group. Step 3 22
Checking Spelling and Grammar continued 23
Checking Spelling and Grammar continued To access the Spelling and Grammar options: 1. Click the FILE tab. 2. Click Options. 3. Click Proofing. Step 3 24
Proofreading Technical Material Check for content (words left out or use of the wrong word), numbers, initials, and technical terms. If possible, proofread technical material with another person. Spell out unusual words. Read numbers digit by digit. 25
Viewing the Document Performance Report for Completed Document Activities To view your Document Performance report: 1. Click the Unit Contents tab. 2. Click Reports in the navigation pane. 3. Click Document Performance. 4. Click Attempts to view your submitted documents and the corresponding results documents. Step 2 26
35 Preparing Email Messages Session Objectives Key emails containing basic features Format emails using bold, italics, and underlining Compose an email message 27
35 Preparing Email Messages The term email is a condensed form of the older term electronic mail. Most email messages are short and are not printed. 28
35 Preparing Email Messages continued 29
35 Creating an Email Message Both Outlook and Word have features that allow you to bold, italicize, and underline text. In Outlook, the Bold, Italic, and Underline buttons are found in the Basic Text group on the MESSAGE tab. In Word, the buttons are found in the Font group on the HOME tab. In both programs you can apply formatting as you key text and apply formatting after the text is typed. 30
35 Setting Text in Bold To set text in bold as you key: 1. Click the Bold button in the Font group on the HOME tab (or press Ctrl + B). 2. Key the word or words to be bolded. 3. Click the Bold button to turn off bold (or press Ctrl + B). Step 1 31
35 Setting Text in Bold continued To set previously keyed text in bold: 1. Select the text to be set in bold. 2. Click the Bold button in the Font group on the HOME tab (or press Ctrl + B). 3. Click outside of the selected text to deselect the text. 32
35 Italicizing Text To set text in italics as you key: 1. Click the Italic button in the Font group on the HOME tab (or press Ctrl + I). 2. Key the word or words to be italicized. 3. Click the Italic button to turn off italics (or press Ctrl + I). Step 1 33
35 Italicizing Text continued To set previously keyed text in italics: 1. Select the text to be set in italics. 2. Click the Italic button in the Font group on the HOME tab (or press Ctrl + I). 3. Click outside of the selected text to deselect the text.
35 Underlining Feature To underline text as you key: 1. Click the Underline button in the Font group on the HOME tab (or press Ctrl + U). 2. Key the word or words to be underlined. 3. Click the Underline button to turn underlining off (or press Ctrl + U). Step 1 35
35 Underlining Feature continued To underline previously keyed text: 1. Select the text to be underlined. 2. Click the Underline button in the Font group on the HOME tab (or press Ctrl + U). 3. Click outside of the selected text to deselect the text. 36
35 Reinforcing Writing Skills Keep sentences at a reasonable length (15 to 25 words). Very short sentences create a choppy rhythm and can annoy the reader. 37
36 Preparing Memos Session Objectives Format memos containing basic features Select text using different methods Change paragraph alignment Use the horizontal ruler to indent text Compose a memo 38
36 Formatting a Memo Memos may be prepared using preprinted memo forms, letterhead, plain paper, or memo templates. The standard format is the block style with guide words (TO, FROM, DATE, SUBJECT) and the message starting at the left margin. 39
36 Formatting a Memo continued 40
36 Selecting Text 41
36 Selecting Text continued Several additional methods for selecting text include: Position the mouse pointer on the first character, hold down the left mouse button, drag the mouse to the last character, and then release the left mouse button. To select more than one word, double-click the first word, hold down the mouse button, and then drag over the additional words. Hold down the Shift key and use the Up, Down, Left, or Right arrow keys. 42
36 Changing Paragraph Alignment The default setting for text in paragraphs is aligned at the left margin and ragged at the right margin (referred to as left aligned or left justified ). 43
36 Changing Paragraph Alignment continued 44
36 Using the Horizontal Ruler 45
36 Indenting Text Using the Horizontal Ruler To indent the left margin of text as you key, drag the Left Indent marker to the right and then key text. To return the margin to the original position, drag the Left Indent marker to the original position. To indent the right margin of the text as you key, drag the Right Indent marker to the left and then key text. 46
36 Reinforcing Writing Skills The process of preparing documents can be shortened if you can think and key at the same time. You probably do this in text messaging. The average individual writes at the rate of 10 to 12 WAM. You can key at approximately two or three times this speed. 47
38 Checkpoint Question 1. Pressing Ctrl + Home moves the insertion point a) to the beginning of a line. b) one screen up. c) one word to the left. d) to the beginning of a document. 3. The order of the guide words for memos in this session is a) TO, FROM, SUBJECT, DATE. b) TO, FROM, DATE, SUBJECT. c) FROM, TO, DATE, SUBJECT. d) FROM, TO, SUBJECT, DATE. 2. The Italic button is located in the Font group on the a) FILE tab. b) HOME tab. c) INSERT tab. d) PAGE LAYOUT tab. 4. The default setting for text is a) aligned at the right margin and ragged at the left margin. b) aligned at the left margin and ragged at the right margin. c) both left and right margins aligned. d) both left and right margins ragged. 48