Chapter 4:
Documents
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Learn the parts of a personal business letter
Format a personal business letter
Change the margins
Use the Print Preview function
Format a one-page report
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Insert a cover page
Add a page number
Create a citation for a book
Create a citation for a Web site
Insert a bibliography
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Bibliography
Block style
Body
Closing
Hyperlink
Inside address
Letterhead
Margins
Mixed punctuation
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Modified-block style
Open punctuation
Personal business
letter
Plagiarism
Return address
Salutation
Sender
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Many times letters written from companies are
printed on letterhead.
Letterhead is paper preprinted with company
logo and contact information.
Individuals use personal business letters since
most don’t have their own letterhead.
In a block style letter, all items line up at the left
margin.
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In a modified-block style letter, the paragraphs
are indented, and the date and the closing block
start at the center.
Open punctuation does not have any
punctuation after the salutation or the closing.
Mixed punctuation has a colon after the
salutation and a comma after the closing.
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The body of the letter is the major part that
includes the message.
Text word wraps at the end of the lines.
Do not indent any paragraphs.
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The closing ends the letter.
The most common closing is “Sincerely.”
The return address is the address of the person
sending the letter.
Press Enter four times after the closing to allow
the sender to sign his/her name.
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The margins are the distance between the text
and the edges of the paper.
Default margins are 1-inch on all four sides (top,
bottom, left, and right).
Microsoft Word has a variety of margin settings.
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Print preview allows you to see what the
document will look like when it is printed.
A letter should have approximately the same
amount of white space above and below the
letter.
Close the Print Preview to return to the
document.
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Spell check the document.
Do not add a header since your name already
appears at the bottom.
Print the letter.
Using a blue or black pen, sign your name
below the word "Sincerely."
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Copying someone else’s words and claiming
them to be your own is plagiarism.
The title is typed in all capital letters.
Formatted with 1-inch margins.
Report is double-spaced.
The first line of the paragraphs is indented.
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Select all text.
Click the Line Spacing button on the Home
Ribbon.
Choose 2.0 for double spacing.
Holding Ctrl and pressing the number 2 will also
double space.
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New feature in Word 2007.
Variety of cover page designs available.
Automatically inserted before the text of the
report.
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When page numbering is turned on, all pages
will automatically be numbered.
Click the Page Number button on the Insert
Ribbon.
Variety of page numbering placement options
available.
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Click the Header button on the Insert Ribbon.
Save the file.
Use the Print Preview feature to check the
layout.
Students’ files may vary depending on the cover
page and header chosen.
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A bibliography gives credit to the authors whose
ideas we used.
MLA style is most commonly used in middle
schools and high schools.
Word 2007 formats the bibliography entries.
Click the Insert Citation button on the
References Ribbon.
Click Add New Source.
Key the specifics for the entry into the correct
fields.
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Click the Insert Citation button on the
References Ribbon.
A Web site citation includes the author and
name of the web page.
A citation for a Web site also includes the URL
and the date accessed.
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A bibliography is found at the end of the report.
Hold Ctrl and press End to get to the very end of
the report.
Click the Bibliography button on the References
Ribbon.
You can create either a Works Cited or
Bibliography page.
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Spell check.
Preview the document using Print Preview.
Print the document.
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Businesses print their correspondence on letterhead
to identify their name and contact information.
When a person types a letter on plain paper, it is
called a personal business letter.
In a block style letter, all text lines up at the left.
Open punctuation means that there is no
punctuation after the salutation or the closing.
The most commonly used closing is “Sincerely.”
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The default margins are 1 inch on all sides of the
paper.
Reports are often double-spaced with the first line of
every paragraph indented.
A bibliography gives credit to the person(s) whose
research you used in writing your report.
MLA style is most commonly used in middle and
high schools to create citations.
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