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DATA INPUT SKILLS
Business Correspondence Documents
Memo
Interoffice Memorandums – Written messages used by employees within an organization to communicate with one another.
Memo Formatting
MARGINS: Top - 2 inches Sides and Bottom – 1 inch
HEADING – ALL CAPS starting at left margin TO: FROM: DATE: SUBJECT:
Double Space (DS) between each entry of the heading.
Align Heading entries at the horizontal 1 inch mark. Use TAB to get to the one inch mark, and expose your ruler
Memo Formatting
Memo body: All paragraphs of the memo begin at the left hand
margin BLOCK FORMAT
Paragraphs are Single Spaced (SS) with a Double Space (DS) between paragraphs
Memo Extras
Reference Initials – If someone other than the originator of the memo keys it, his/her initials are keyed in lowercase letters at the left margin, Double Spaced (DS) below the body
Attachment/Enclosure Notations – If another doc is attached, key Attachment below the last line of the body or reference initials.
If a doc accompanies a memo but is not attached, key the word Enclosure
Memo Settings Review
Set line spacing and line leadingSet the marginExpose the rulerUse the current date unless otherwise statedType your initials for Reference Initials If not specified, use the formatting defaults:
Times New Roman, Arial, Calibri 11-point font
Memo Assignment
Key the memo on Pg 56.Save in BTA folder as Memo 1
Put the current date Put your initials Remember to set the formatting
Key the memo on Pg 57. Top memoSave as Memo 2
Don’t forget the enclosure
Memo Creation
Create a memo that outlines how you plan to make better grades this nine weeks in this class. Follow all formatting correctly – Pg 56 Send memo to Whitney Welch Body of Memo must be 150 words minimum Attach the grades from the first nine weeks.
So attachment should appear at the bottom of memo and somewhere in the body should state that your first nine weeks grades are attached.
Save As Grades Memo in Student U:/ BTA folder. Send Memo to me by student email for a grade.
Electronic Mail – Used in most business organizations.
Because of the ease of sending, emails have somewhat replaced the memo and business letter
The email is delivered within seconds, in the same building or any computer in the world.
Email format
The heading will include: TO: SUBJECT: CC:
All heading entries will be DS between DS after last heading entry
Level of Importance – Drop down box with High, Normal, Low
TO: Email addressSUBJECT: CC: Carbon Copy – Who copies of the email
are being sent to, email addressBcc: ?
The name of the sender and the date are automatically entered into the email by the email server.
Use the TAB key to jump from form line to form line in an email server form
EMAIL BODY Block format SS inside of and DS between paragraphs
Attachments Paper clip1. Browse – Find document2. Attach File - It will appear in gray on pop up window
Address Book – Contacts Once an email address in entered, a copy will be
saved to the address book, click on TO: in order to select from the book
Student Email Accounts are located under the Favorites (star) on the Internet Explorer toolbar
Email Assignment
Create the email on top of Pg 59. TO: [email protected] Carbon Copy yourself Save AS: Email 1 in your BTA folder
Use your student email to send email 1 as an ATTACHMENT to [email protected] Mark as HIGH level of priority
THEN: Two different emails should be sent to 2 separate classmates. Any classmate will do, just be able to verify they received it
Unbound Reports
Reports prepared without covers and binders Example on Pg 65
If they are more than one page, they are fastened together in the upper-left corner by a staple or paper clip.
Unbound Report Settings
Margins 2” – top 1” – left, right and bottom
Not Block Style – Indent all paragraphs
Spacing Double Space the entire body of the document,
including all heading types Reference Page will have special spacing
Unbound Reports
Main Heading Centered ALL CAPS Bold 14-pt font
Side Headings Bold Aligned Left 12-pt font
Reference Heading Centered Bold ALL CAPS 14-pt font
Unbound Reports
In-Text Citations References used to give credit for paraphrased or quoted
material Keyed in parenthesis in the body of the report
Citations include: Name of author Year of Publication Page number of material
Internet Citation Name of author Year of publication
If there are two articles by the same author, include the title of the article
Unbound Reports
Quotations of up to 3 keyed lines are enclosed in quotation marks “ ”
Long quotes (4 or more lines) will be left indented
An ellipse is three periods (…) Will indicate material omitted from a quote Have a blank space before and after the ellipse
If the omitted material occurs at the end of a sentence, put the punctuation before the ellipse
Unbound Reports
Reference List All references used in a report should be listed at the end
of the report under the REFERENCE heading AKA Bibliography or Works Cited page
Quadruple Space (QS) after the last line of the report and before the Reference heading
DS after the Reference heading Begin the first line of each reference at the left margin
Indent continuing lines 0.5 inches (one tab strike) Single space continuing lines
References are listed in alphabetical order by authors last names. Double Space (DS) between references
Unbound Reports Review
Set Line spacing and Line leadingSet the marginsDouble space Format each heading properlyFormat In-text CitationsCreate and format a Reference List
Unbound Report Assignment
Key the Unbound Report on Pg 65.Save As: Report 1 in Student U:// BTA folder
Friday Unbound Report Assignment
Key Report on Pg 70-71Save As: Report 2 in Student U:// BTA folderEmail Report to me for a grade. Email
address is on the board.
Completion Day
Memo Pg 56 Save As: Memo 1 Pg 57-top, Save As: Memo 2
Email Pg 59, Save As Email 1 Email addressing changes in school
Unbound Report Pg 65 Save As: Report 1 Pg 70-71 Save As:Report 2
Business Letters
A letter written by an individual to deal with business
Business letters are in Block Format
Business Letters
Margins First Page
Top 2 inches Bottom, left, and right 1 inch
All other pages 1 inch on top, bottom, left, and right
Business Letters
Basic parts of a Business Letter Return Address Date Letter Mailing Address Salutation Body Complimentary Close Name of the Writer
Special Parts Reference Initials Attachment/Enclosure notation
Business Letter Basic Parts
Return Address – two lines First line - street address Next line - City, State, ZIP Code SS then:
Date – one line Month, Day, and Year
Quadruple space (QS) after the Date
Business Letter Basic Parts
Letter Mailing Address – 3 lines 1st line - Key a personal title (Mr. Mrs. Dr. Lt.) followed
by the receivers name 2nd line – Street Address 3rd line – City, State, and ZIP
Double Space after the Letter Mailing Address
Business Letter Basic Parts
Salutation – one line Must be professional (To Whom it May Concern, Dear …) No punctuation after the salutation
Double space after the salutation
Body of Letter Block Style Single space inside of paragraphs Double space between new paragraphs
Double space after the Body of the Letter
Business Letter Basic Parts
Complimentary Close Sincerely or Thanks. Must be professional No punctuation
Quadruple space after the complimentary close This is where you would put your signature – in pen
Name of the writer – Originator of the message May have a personal title before it (Mr. Mrs. Dr. Lt.) May have a job title following it, single spaced below
Double space after the name of the writer if any extras appear
Business Letter SPECIAL PARTS
Letter may include these extras: Reference Initials Attachment/Enclosure notations
Business Letter SPECIAL PARTS
Reference initials Place initials if letter is keyed by someone other than
the originator
Double space after the reference initials
Business Letter SPECIAL PARTS
Attachment/Enclosure notation If doc is attached, key attachment after DS If doc is not attached but enclosed, key enclosure
after DS
Business Letter Review
Set line spacing and line leadingSet marginsNote the different line spacingsReturn addressDateLetter mailing addressSalutationBodyComplimentary closeName of writerExtras
Business Letter Assignment
Key the professional business letter on Pg 78.Save As: Letter 1
Pay attention to the details
Envelops and Labels
To create an envelop, go to: Mailings > Envelops
Items to be defined Letter Mailing Address – Delivery Address Return Address Change Feed
4 1/8 x 9 ½ inches is the default envelop size
Envelops and Labels
To create a label: Mailings > Labels
Things to be defined What to print
Full page or single label Click on Label to change the size of the labels
Mail Merge
To create a Mail Merge: Mailings > Mail Merge Select Recipients Edit Recipients
